SRS Statement of Work.pdf

STATEMENT OF WORK

ScriptPro Storage and Retrieval System (SRS)

1. SCOPE: The government requires expansion of current ScriptPro Workflow System with the Storage and

Retrieval System (SRS) Brand name or Equal to ScriptPro’s SRS system. The SRS system must have the ability to automatically store prescription will call items within its secure cabinet. Using barcode controls, SRS saves time by efficiently storing and retrieving prescriptions. It eliminates searching through racks of hanging bags and prevents patients from receiving the wrong or incomplete prescriptions.

Contractor shall furnish all labor, material, parts, tools, equipment, supervision, transportation, and expertise necessary to deliver, install, configure, and provide preventive maintenance and emergency (unscheduled) repair of the system, located at the Miami VAHS (William “Bill” Kling VA Clinic), 9800 W Commercial

Blvd, Tamarac, FL 33351. The Storage and Retrieval System (SRS) shall integrate with the current

ScriptPro system.

2. CONTRACT PERIOD: Contract period shall be 120 Day ARO. No option years.

3. QUALIFICATIONS: To be considered eligible for consideration, offerors must:

A. Field Service Representative (FSE) that has been trained by the Original Equipment Manufacturer

(OEM) on the specific model of equipment he/she shall be being asked to work on. Contractors must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this purchase order.

B. At least two years’ experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventative and remedial maintenance.

C. Be able to provide four hour on-stie response time to urgently repair critical imaging equipment.

D. Not subcontract any ensuing award of this solicitation without written permission of the Contracting

Officer.

4. EQUIPMENT AND SERVICES TO BE PROVIDED:

A. General:

1) Contractor shall provide the necessary manpower, materials, and supervision to properly deliver, install, and configure the following:

1. A quantity of 1x Storage and Retrieval System (SRS) base cabinet

2. A quantity of 2x Pharmacy Data Terminal

3. A quantity of 1x Inbound Access to WMS Software for up to five sessions

4. A quantity of 2x SRS workstations that include 4 scanning drawers each

5. A quantity of 1x SRS back storage cabinet (from 90 to 200 bags)

6. A quantity of 1x Paper Prescription Input Scanner

7. A quantity of 1x Device License that includes up to 5 devices

Salient Characteristics

• The function and use of the equipment is Securely stores up to 260 containers, each containing multiple prescriptions and prescription paperwork.

• Integrates user management across the current ScriptPro Platform

• Efficiently performs retrieval operation in under 10 seconds.

• Allows storage capacity to be expanded with the addition of SRS Back and/or Back and

Endcap Storage being utilized at the facility

• Utilizes barcode controls

• Includes Electronic Door Locks for tracking user access to CIIs, CIII-Vs, and

Unscheduled drugs

• Provides detailed audit and user tracking

• Provides automated return to stock processes and highlights at-risk patients for outreach

2) Contractor shall provide the necessary manpower, materials, and supervision to properly execute the maintenance and repair of the equipment.

3) A Field Service Report (FSR) must be generated and electronically provided to the Contracting

Officer’s Representative (COR) or designee within five (5) business days of each episode of scheduled or emergency maintenance.

B. Repair:

All maintenance shall be performed on-site during normal VA business hours, 8:00am to 6:00pm

Local Time (Central), Monday thru Friday, excluding Federal Holidays. Work performed outside the normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage. If work must be performed outside of normal business hours and is requested by the COR, a separate IFCAP Obligation number must be obtained by the Contractor prior to performing any work.

Contractor shall not be expected to perform service of the following Federal Holidays, or any other day specifically declared by the President of the United States to be a Federal Holiday:

New Year's Day Labor Day

Martin Luther King, Jr Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Juneteenth Day Christmas Day

Independence Day

When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday is observed as a Federal Holiday by United States Government agencies.

1) A technical maintenance representative shall respond by telephone to the VA within 30 minutes of a service call from the VA. The contractor shall arrive on-site for repair within four (4) hours of a service call being placed by the VA.

2) Contractor must furnish all tools and materials (e.g., service manuals, diagnostic software, etc.)

required to maintain the equipment in top operating condition.

3) All service, including cryogen fills, coil repairs, etc. shall be completed as needed to keep the equipment functioning at optimum levels, with no limit to the number or type of service events that can take place during the period of performance.

4) All parts, software, components, materials, etc. necessary for service shall be included in the monthly contract cost.

5) Service shall include all available software updates.

C. Preventive Maintenance:

1) The Contractor shall perform PM Service for all equipment listed in Attachment 1 to ensure that equipment performs in accordance with manufacturer standards.

2) The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

3) The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety.

4) PM services shall include, at a minimum, the following:

1. Cleaning of equipment

2. Reviewing operating system software diagnostics to ensure that the system shall be operating to the manufacturer's specifications

3. Providing any available software updates to ensure systems shall be running the latest software version

4. Calibrating and lubricating the equipment

5. Performing remedial maintenance of non-emergent nature

6. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn

7. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying

8. Inspecting, and replacing where indicated, all mechanical components to maintain integrity, safety, and performance of the equipment

9. Returning the equipment to the operating condition as defined by the OEM

10. Providing documentation of services performed

5) Preventive Maintenance shall be performed by the Contractor at the intervals that shall be in accordance with the manufacturer’s recommendations, but no less than annually. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

6) All required parts, services, manuals, tools, or software needed to successfully perform Preventive

Maintenance shall be provided by the Contractor at no additional cost to the VA, unless otherwise, specifically stated in writing.

D. Operational Uptime requirements:

1) The equipment listed in Attachment 1 shall be operable and available for use 97% of the normal operating hours of the equipment as detailed below. Downtime shall be computed from notification of problem during normal work hours.

2) Scheduled maintenance shall be excluded from downtime. Normal work hours shall be from 8:00am to

6:00pm, Monday thru Friday, excluding Federal holidays. Operational Uptime shall be computed during a month-long time. Repeated failure to meet this requirement can subject the Contractor to

DEFAULT action.

E. Documentation: A documentation package acceptable for The Joint Commission purposes shall be maintained by the Contractor and made available to the VA customer representative/COR.

1) The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance

(including emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards.

2) Each Electronic Service Record (ESR) must, at a minimum, document the following data in complete detail:

1. Name of Contractor and purchase order number.

2. Name of FSE who performed services.

3. Contractor service ESR number/log number.

4. Date, time (starting and ending), equipment downtime, and hours on-site for service call.

5. IFCAP Obligation number(s)

6. Description of problem reported by COR/User (if applicable).

7. Identification of equipment to be serviced: ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers.

8. Itemized Description of Service Performed including Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.

9. Total Cost to be billed

10. Signatures:

a. FSE performing services described

b. COR or designee who witnessed service described

3) Prior to commencement of work on this purchase order, the Contractor shall provide a copy of the current calibration certification of all test equipment, which shall be used by the Contractor on VA equipment. This certification shall also be provided on a periodic basis when requested by the VA.

5. SPECIAL INSTRUCTIONS:

A. Contractor Check-In: The contractor’s representative will contact Healthcare at (954) 475-5500, ext.

15565, prior to performing service at the William “Bill” Kling Biomedical Department.

B. Identification: The Contractor's FSE’s shall always wear visible identification while on the premises of

William “Bill” Kling VA Clinic and follow all local visitor badging policies.

6. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal

Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program.

The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

7. SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.

The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and

Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach.

Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA

OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

8. LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the

Security Incident Investigation section above. Upon such notification, VA must secure from a non-

Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

9. SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein

VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

10. TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior

Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.