STATEMENT OF WORK.docx

STATEMENT OF WORK

WALL TO WALL INVENTORY

This is a requirement to conduct a wall-to-wall inventory at James A Haley VA Medical Center and supporting outlining clinics on a weekend prior to the last day in February.

The contractor shall furnish all necessary materials, supplies, equipment, personnel, supervision, and travel costs to provide for a complete (100 percent) physical inventory for the following locations:

Tampa Inpatient Pharmacy located on the 1st floor, RM GC0006 AND GA029-1, Pharmacy Cache and SCI Pharmacy of the main hospital building. Located at 13000 Bruce B. Downs Blvd, Tampa, FL. - The estimated dollar value is between $2.5-3 million dollars. Estimated total:1,780 items.

Tampa Outpatient pharmacy located at 12210 Bruce B. Downs Blvd, Tampa, FL. Located about 1000 yards from the main hospital. - The estimated dollar value is between $2 million dollars. Estimated total:1,866 items.

New Port Richey, Outpatient VA Clinic, Pharmacy, 7900 Little Rd. New Port Richey, FL 34654- The estimated dollar value is between $250,000.00 dollars. Estimated total: 939 items.

South Hillsborough, Outpatient VA Clinic, Pharmacy, 12920 Summerfield Crossing Blvd. Riverview FL 33579 - The estimated dollar value is between $200,000.00 dollars. Estimated total: 933 items.

The contractor shall illustrate experience in hospital pharmacies which is critical when considering pricing, package sizes, pharmacy layout, pharmacy processes, dispensing automation.

Inventories of Inpatient and Outpatient are to be kept separate, conducted within a 24-hour period, and to be completed a weekend prior to the last day in February. All inventories shall be completed on the same weekend.

These amounts may be higher due to the pharmacy’s open market issues and Pharmacy’s mail order (CMOP) rejects that may have demanded an increase in stock.

***PLEASE NOTE: AS MENTIONED IN THE VHA HANDBOOK 1761.02, PHARMACY BENEFITS MANAGEMENT REQUIRES THAT WALL-TO-WALL INVENTIORIES MUST BE DONE BY FEBRUARY OF EACH FISCAL YEAR.

Contractor Responsibilities:

The contractor shall be able to utilize VA prime vendor files (McKesson). The contractor shall incorporate these files into their computer service reports. The contractor shall provide all labor and materials to conduct a physical inventory program to input the VA's pharmacy inventory information into the inventory count of pharmaceutical medications for James A. Haley.

The inventory shall include all products purchased from the prime vendor McKesson. The inventory is further limited to the medications and supplies that are dispensed to the patients. Items such as equipment and prescription labels and vials are excluded.

The inventory is limited to areas that are under the direct control of pharmacy.

If products are open the quantity shall be estimated to the nearest 10th of a bottle. Contractor shall be able to MANUALLY input stock reports and /or inventory reports provided and counted by VA personnel in restricted areas such as talyst, scriptpro and Vault into the final overall report.

The contractor shall be able to determine actual replacement cost of the product. If the contractor needs cost information the VA facility will supply it in Excel format. The contractor must use this to determine the replacement cost of the inventory. If the product is purchased direct the facility must supply the most recent cost. This inventory must be carefully reviewed to eliminate errors. A preliminary report will be viewed prior to the completion of inventory and any and all corrections will be made prior to the contractor leaving the premises. A random check of at least 25 items must be done to ensure that the inventory was completed correctly. VA personnel to ensure compliance will conduct spot check.

The contractor shall provide accurate reports and data with no more than a one percent error rate. Verification of counts and designated areas inspected by VA staff will be checked and verified with the contractor the day of inventory performed and any corrections made prior to contractor leaving the facility. The contractor must be capable of providing an Excel spreadsheet-using version Microsoft Office Excel with at least these data elements. Item name (name and strength, i.e. Ativan 1mg/ml), package description and size (1mg/ml x 25 per box or units and package size), NDC or UPC/UPN, manufacturer, total replacement cost of all items and extended total dollar amount. Final reports in the form of four hard copies and provide an electronically (Excel format) VA Medical Center Department of Pharmacy Tampa, Florida.

Inventory shall include all sections of the inpatient pharmacy including the main storage area, 1st fill area, storage area for the IV room and the storage area for the Chemotherapy section.

The inventory for inpatient shall also include the storage area for the pre-packing section, automatic replenishment, and Pyxis fill areas located on the ground floor.

The outpatient inventory is to include all storage and fill areas, scriptpro and including storage for Chemo drugs.

The contractor shall adhere to all VA security requirements. The contractor shall always wear picture ID badges while on-site.

Policy: It is the policy of the medical center to restrict access to secure pharmacy areas to only employees within Pharmacy. The contractor shall be always escorted or supervised by employees of the Pharmacy service.

The contractor shall be bonded and insured.

Contact Shemica Greene (813)972-2000 ext. 4748, Cell: 813-690-6517 to schedule inventory.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

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.

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.

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. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

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.

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-days’ 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.

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.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions so they are in compliance with James A. Haley Veterans’ Hospital policies listed on the JAHMC Document Management Center share point site:

HPM NO. 90-25; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; SECURITY MANAGEMENT PROGRAM

HPM NO. 13205; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact.