SOW Wall to Wall Pharmacy.pdf

Department of Veterans Affairs Medical Center

Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington DE 19805

Statement of Work: Annual Wall to Wall Pharmacy Services

1. INTRODUCTION/BACKGROUND:

The VA requires a yearly inventory to be performed for both inpatient and outpatient pharmacies. This includes the counting of all drugs and supplies in the main pharmacies as well as the Script Pro and Omnicell machines. There is no pharmacy in-house count and pharmacy staff will only be supervising, not assisting.

2. OBJECTIVE:

a. The Pharmacy (460/119) at the Department of Veterans Affairs Medical Center,

(460) Wilmington, Delaware, hereby referred to as the VAMC Wilmington (460) or Facility, is seeking an acquisition of annual on-site inventory services through an outside vendor in order to complete yearly requirements.

b. This need for this acquisition is determined to be routine and can be awarded within designated Contracting timeframes.

3. REQUIREMENTS:

a. The Contractor/ Vendor must complete the following tasks to meet the needs of this acquisition:

(1) Complete each annual inventory no earlier than January 1 st and no later than February 28th of each contract period.

(2) Have the capability to download VA pricing files from the VA wholesaler, McKesson. Product that is not found in the pricing files will be added manually to the inventory report at the time if inventory.

Information will include NDC or UPC/UPN, full generic name, size of order unit, price per order unit and the inventory quantity. The cost per order unit will be provided by VA staff.

(3) Count and record quantities of all medications and supplies, in both inpatient and outpatient pharmacies and dispensing machines. Ground floor inpatient pharmacy and Omnicell machine, first floor outpatient pharmacy and ScriptPro machine.

a. Inventory items include all pharmaceuticals and some supply items such as but not limited to blood glucose testing strips and needles. Some inventory supply items such as but not limited to labels, empty vials, and incontinence items are not included for inventory.

b. Pharmacy staff will provide the Contractor with NDC’s, product name and quantity of product in all automated dispensing machines. The contractor will enter all product and make the appropriate conversions to the nearest 1/10 bottle size.

(4) The contractor will coordinate with the pharmacy staff to determine each section to be inventories and will provide “hard copy” inventory sheets when each section of inventory is completed with the product names, cost per order unit and the actual inventory quantity. These sheets will be reviewed by pharmacy staff and corrections made at the time of inventory, if needed, prior to the final preliminary inventory report. The contract will provide a final preliminary report prior to departing the pharmacy and pharmacy staff will be provided the opportunity to request corrections if file errors are found. The final report will be emailed once all information is complete.

(5) Accomplish said tasks in an efficient and timely manner. Scheduling with the facility shall begin immediately upon contract award to allot time for preparations. The inventory shall be completed in one day on a weekend.

(6) Provide and utilize their own equipment and personnel.

(7) Provide detailed excel or PDF reports showing total inventory of each pharmacy (inpatient and outpatient). Reports shall also include breakdown of the total value of each inventoried area (vault, refrigerator, main pharmacy, ScriptPro and Omnicell machines) as well as total value of inpatient and outpatient. Reports shall include the flowing information:

a. Quantity of drug or supply

b. Name of drug or supply

c. NDC# of drug or supply

d. Strength of drug

e. Size

f. Unit Cost

g. Extended Cost

(8) Contractor will not have access to any patient specific data and will not be using any Government Furnished equipment or automated devices.

4. PERIOD OF PERFORMANCE:

Year Begin End

Base 1/1/2022 2/28/2022

Option Year 1 1/1/2023 2/28/2023

Option Year 2 1/1/2024 2/28/2024

Option Year 3 1/1/2025 2/28/2025 Option Year 4 1/1/2026 2/28/2026

Exercise of option years will be based on continued need for services, Contractor Performance, and the availability of funds.

5. REFERENCES

• The Health Insurance Portability and Accountability Act (HIPAA) of 1996

Computer Security Act of 1987, Public Law 10-235

• OMB Circular A-123 – “Internal Control Systems”

• OMB Circular A-130 – “Management of Federal Information Resources,”

Appendix III, “Security of Federal Automated Information Resources”

• 5 U.S.C. 552a, Privacy Act of 1974, 5 United States Code 552a, Public Law 99-

08.

• 5 U.S.C. 552, Freedom of Information Act, 5 United States Code 552, Public

Law

• 18 U.S.C. 1030 (a) (3), Fraud and related activity in connection with computers.

• Electronic Communications Privacy Act of 1986, Public Law 99-08, 100 Stat.

1848.

6. DELIVERABLES

a. The contractor will provide inventory services as indicated above in accordance with the terms of the contract.

b. QUALITY ASSURANCE: The Government Representative will ensure the

Contractor properly performs inventory services at each site within required time limit, and with minimal disruption to pharmacy operations. The Government

Representative will coordinate with the Contractor to ensure that upon completion of each site’s inventory, the complete inventory report is provided within the required time limit.

c. SECURITY CONSIDERATIONS: Safeguarding patient health information

(PHI) is a primary concern for VA staff and for contractor personnel working in

VA facilities and/or working with PHI or other confidential/sensitive information.

Such information must be protected from unauthorized, unanticipated, or unintentional modification. Contractor staff will safeguard PHI or other confidential/sensitive information as required in referenced policies. The C&A requirements do not apply, and a Security Accreditation Package is not required.

d. All employees and VA affiliated contractors who are involved with the inventory procedure will abide by patient safety, protection of patient sensitive material established in any Federal Law or VA agency policy and procedure. Vendors conducting inventory under this contract will be directly supervised by VA staff and will abide by the rules and regulations of agency.

e. Information Systems Officer, Information Protection: The vendor under this contract, will not have access to VA Desktop computers nor have access to online resources belonging to the government while conducting services.

f. Privacy Officer: The Contractor will not have access to Patient Health

Information (PHI) nor the capability of accessing patient information during the services provided to the VA.

g. Records Manager:

• Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552);

Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

• Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

• Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

• Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

• Contractor shall not create or maintain any records containing any

Government Agency records that are not specifically tied to or authorized by the contract.

• The Government Agency owns the rights to all data/records produced as part of this contract.

• The Government Agency owns the rights to all electronic information

(electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract.

Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

• Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

• No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

• Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The

Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

a. "No Government personnel, other than the Contracting Officer, have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification."