VA770-17-R-0423-006.docx

VA770-17-R-0423

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

National CMOP

VA770-17-R-0423

11-14-2017 Thurman, Leah, leah.thurman@va.gov 913-684-0316 12-04 -2017 00770 Department of Veterans Affairs National CMOP 3450 S. 4th St. Trafficway Leavenworth KS 66048-5581 X 561910 $11 Million X N/A X 00764 Department of Veterans Affairs VA CMOP Murfreesboro 5171 Sam Jarred Drive Murfreesboro TN 37130-1382 00770 Department of Veterans Affairs National CMOP 3450 S. 4th St. Trafficway Leavenworth KS 66048-5581

Department of Veterans Affairs

FSC

PO Box 149971 Austin TX 78714-8971 See CONTINUATION Page Contractor shall provide Document Printing and Insertion Services to the Murfreesboro Consolidated Mail Outpatient Pharmacy in accordance with the Performance Work Statement. The Price Schedule is located on pages 6-7.

$0.00 See CONTINUATION Page X X Leah Thurman

VA-VHA-SAOC-2017-F50E2B6B

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C770 Leah Thurman Department of Veterans Affairs National CMOP 3450 S. 4th St. Trafficway Leavenworth KS 66048-5581

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs http://www.fsc.va.gov/einvoice.asp

FSC

PO Box 149971 Austin TX 78714-8971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

B.3 SCHEDULE OF SERVICES AND PRICE

(Continuation from Standard Form 1449, block 20)

1. Services

The Mid-South Consolidated Mail Outpatient Pharmacy (MID-SOUTH CMOP), located at 5171 Sam Jared Drive, Murfreesboro, TN 37130, and the new facility located at 3209 Elam Farms Parkway, Murfreesboro, TN 37127 requires a contractor to provide document printing and insertion services for prescription mailings to Veteran patients. Contractor shall include twice daily collection of parcels from the MID-SOUTH CMOP, transportation of parcels to contractor site, printing of parcel specific paperwork with insertion into parcel, and shall have the finalized parcel ready for pickup by the government designated transportation contractor within 12-hours of possession of parcels. Reimbursement will be by piece. A piece is defined as a completed Patient Medication Information (PMI) and Medication Guide which can include multiple pages.

2. Contract Minimum and Maximum

a. There is likelihood that the volume may change, upward or downward, although total change cannot be estimated due to the size of the Veteran patient population being in constant flux and the transition from the current MID-SOUTH CMOP location to the new MID-SOUTH CMOP and other variables. Therefore, it is impossible to determine the exact quantities that will be required during the contract term, nor the quantities that may be required by each CMOP locations.

b. The contractor will be required to perform the services that are properly ordered during the contract term, in accordance with the terms and conditions of the contract.

c. In accordance with FAR Clause 52.216-22, Indefinite Quantity, the overall minimum contract quantity for this contract will be $1,000,000.00 and the overall maximum established for this contract is $47,000,000.00.

QTY.

Base Year – January 1, 2018 through December 31, 2018

Total for Base Period (CLIN 0001A&B)

Option Year 1 – January 1, 2019 through December 31, 2019

Total for Option Year 1 (CLIN 1001A&B)

Option Year 2 – January 1, 2020 through December 31, 2020

Total for Option Year 2 (CLIN 2001A&B)

Option Year 3 – January 1, 2021 through December 31, 2021

Total for Option Year 3 (CLIN 3001A&B)

Option Year 4 – January 1, 2022 through December 31, 2022

Total for Option Year 4 (CLIN 4001A&B)

FAR 52.217-8 Option to Extend Services – Not to Exceed 6 Months

Total for FAR 52.217-8 (CLIN 5001A&B)

Total of Base and all Options: $_____________________________________

VA770-17-R-0423

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B.4 PERFORMANCE WORK STATEMENT

Document printing and Insertion for Mid-South Consolidated Mail Outpatient Pharmacy

1. Introduction In accordance with FAR Part 12 and 15 the contractor agrees to provide Document printing and Insertion services in accordance with the terms and conditions of the contract. Services will be provided for the Mid-South Consolidated Mail Outpatient Pharmacy (MID-SOUTH CMOP), located at 5171 Sam Jared Drive, Murfreesboro, TN 37130, and the new facility located at 3209 Elam Farms Parkway, Murfreesboro, TN 37127. This Department of Veterans Affairs (VA) program provides prescriptions mailings for Veteran patients. Advanced automation and equipment schemes were used in Fiscal Year 2016 to produce 12,494,095 unique parcels. document printing and insertion services must be accurate, timely, and completed in the most effective manner possible. The Department of Veterans Affairs use of contractor services will be transparent to the customer. This requirement is needed for the duration of time the MID-SOUTH CMOP is located at 5171 Sam Jared Drive, Murfreesboro, TN 37130 and during the transition period to the new facility located at 3209 Elam Farms Parkway, Murfreesboro, TX 37127.

2. Contract Type This will be a single award Indefinite Delivery, Indefinite Quantity contract. Task orders will be issued by warranted contracting officers of Network Contracting Office 15, CMOP Acquisitions, authorizing services. In accordance with FAR Clause 52.216-22, Indefinite Quantity, the overall minimum quantity for this contract will be $1,000,000.00 and the overall maximum established for this contract is $47,000,000.00.

3. Policies:

Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

4. Objective The MID-SOUTH CMOP requires a contractor to provide document printing and insertion services for prescription mailings to Veteran patients. Specific contractor tasks shall include twice daily collection of parcels from the MID-SOUTH CMOP, transportation of parcels to contractor site, printing of parcel specific paperwork with insertion into parcel, and shall have the finalized parcel ready for pickup by the government designated transportation contractor within 12-hours of possession of parcels.

5. Background The following background information about the MID-SOUTH CMOP workload and work schedule is provided:

*All information is subject to change based on workload.

6. Definitions

6.1 Business Associate Agreement (BAA) - A BAA is a contract between the government and its contractor who will use protected health information (PHI) for administrative, research, pricing, and billing or quality-assurance purposes. Business associates are not only providers of health care services; they might be individuals or entities involved in legal, accounting or other services.

6.2 Certification & Accreditation (C&A) - Certification and Accreditation is a process that ensures that systems and major applications adhere to formal and established security requirements that are well documented and authorized. Certification and Accreditation is required by the Federal Information Security Management Act (FISMA) of 2002. All systems and applications that reside on U.S. government networks must go through a formal C&A before being put into production, and every three years thereafter.

6.3 Contracting Officer (CO) - An individual who has received specifically delineated written authority to enter into, administer, or terminate contracts and make related determinations and findings. The CO is responsible for ensuring performance of all necessary actions for effective contracting and safeguarding the interests of the United States in its contractual relationships.

6.4 Contracting Officer Representative (COR) - is a business communications liaison between the United States government and a private contractor. The COR ensures that all required documentation and data are submitted in accordance with the procurement deliverable schedule. There are limits to the authority delegated to the COR. The COR is not authorized to make any commitments or obligations on behalf of the government. The COR may not grant the contractor permission to deviate from the requirements stated in the contract.

6.5 Controlled Substance - Drugs whose general availability is restricted (in the United States by the Drug Enforcement Agency (DEA); any one of a number of drugs or other substances which are strictly regulated or outlawed because of their potential for abuse or addiction. The MID-SOUTH CMOP processes Schedule III (C-III), Schedule IV (C-IV), and Schedule V (C-V) controlled substances only.

6.6 Data Transfer Agreement – A DTA establishes the terms and conditions under which the MID-SOUTH CMOP will provide, and the contractor will use transmitted data for document printing and insertion services.

6.7 Double-Pouched Mylar Bag – A shipping container with two separate storage areas that may be sealed independently from each other.

6.8 Interface Control Document (ICD) - The ICD describes the interface protocol requirements for document printing between the MID-SOUTH CMOP and the contractor.

6.9 Manifesting/Government designated transportation contractor – A contractor responsible for consolidation and transportation services.

6.10 National Agency Check and Inquiries (NACI) - Personnel security investigation for access to classified information conducted by the Office of Personnel Management, combining a national agency check and written inquiries to law enforcement agencies, former employers and supervisors, references, and schools as well as a credit check.

6.11 Over-the-Counter (OTC) Drugs - OTC drugs are medicines that may be sold directly to a consumer without a prescription from a health care professional.

6.12 Prescription Medication - A licensed medicine that is regulated by legislation to require a prescription before it can be obtained.

6.13 Parcel – A package containing prescription medications, OTC drugs, or other supplies to be shipped by the MID-SOUTH CMOP to a Veteran patient.

6.14 Quality Control Program (QCP) – A QCP is a procedure or set of procedures intended to ensure that a manufactured product or performed service adheres to a defined set of quality criteria or meets the requirements of the client or customer.

6.15 VPN - A virtual private network (VPN) is a network that uses a public telecommunication infrastructure, such as the Internet, to provide remote offices or individual users with secure access to their organization's network.

7. Government’s Responsibilities

7.1 Contracting Officer (CO):

7.1.1 Leah Thurman, leah.thurman@va.gov 913-684-0136

7.1.2 All contract administration shall be effected by the CO. Communications pertaining to contract administration matters shall be addressed to the Contacting Officer. No changes in or deviation from the scope of work shall be effected without a Standard Form 30 (Modification of Contract) executed by the CO authorizing such changes.

7.1.3 The CO is the only person authorized to make or approve any changes in any of the requirements of the contract; and notwithstanding any provisions contained elsewhere, the said authority remains solely with the CO. In the event the Contractor makes any changes at the direction of any person other than the CO, the changes shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

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7.1.

7.2. Contracting Officer’s Representative (COR)

7.2.1. A COR will be designated at each separate facility on authority of the Contracting Officer to monitor all technical aspects and assist in administering the contract. The types of actions within the purview of the COR’s authority are to assure that the Contractor performs the technical requirements of the contract; to perform or cause to be performed inspections necessary in connection with performance of the contract; to maintain both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview; to issue written interpretations of technical requirements of Government specifications; and to monitor the performance of Contractor under the contract and notify the Contractor and Contracting Officer (CO) of any deficiencies observed. A memorandum of delegation will be issued to each COR with a copy supplied to the Contractor, stating the responsibilities and limitations of the COR’s.

7.2.2. At no time may the scope, work, price, delivery dates, or other mutually agreed upon terms or provisions of the contract be changed without being executed in writing by the CO authorizing such changes. The Contractor performing outside of the scope of the contract at the direction of the COR, does so at their own risk. Questions concerning authority of the COR shall be addressed to the CO.

7.2.3. The COR’s may be changed at any time by the Government without prior notice to the Contractor, but notification of the change, including the name and address of the successor COR, will be promptly provided to the Contractor by the CO in writing.

8. Contractor’s Responsibilities

8.1. Transportation of Parcels from MID-SOUTH CMOP to Contractor Site

8.1

8.1.1 The contractor shall provide all labor, administrative support, equipment and incidentals necessary to provide pick-up, transportation to contractor location, parcel specific document printing and insertion of printed documents into the unique parcel for which the documents are intended, and tendering of parcels to a government designated government designated transportation contractor.

8.1.2 The MID-SOUTH CMOP will provide parcels packaged in double-pouched Mylar bags, or boxed in various sized cardboard boxes. The double-pouched Mylar bag is unique to the MID-SOUTH CMOP and it provides a mechanism where completed prescription orders can be placed and sealed in one section of the double-pouched Mylar bag while the open pouch is available for the contractor to place and seal printed materials into the parcel. When boxes are processed, the contractor shall provide and utilize an opaque sleeve to securely affix printed materials to the box.

8.1.3 The MID-SOUTH CMOP parcels will contain legend pharmaceuticals, controlled substances, over-the-counter medications, and/or medical/surgical supply items.

8.1.4 Parcels will be accumulated at the MID-SOUTH CMOP into transport containers. Parcels may be transported in un-secured Bulk Mail Containers (BMCs) or other un-secured container from an outside source. Contractor provided containers are acceptable for this purpose.

8.1.5 The contractor shall protect all parcels from theft or diversion while they are in the contractor’s possession. The contractor shall ensure that all parcels tendered to the government designated transportation contractor are acknowledged as received by the government designated transportation contractor by reconciliation of an electronic manifest.

8.1.6 The contractor shall be provided exclusive access to one (1) loading dock bay, at the Sam Jared location, on the south side of the MID-SOUTH CMOP facility that is suitable for semi-trailer loading. The contractor shall alternately spot (empty trailer parked, full trailer removed) a 53-foot trailer compatible to a dedicated loading dock for continuous loading by MID-SOUTH CMOP personnel throughout each production shift. At the completion of a production shift, the contractor shall remove the filled trailer, spot another 53-foot trailer at the loading dock, and then transport the filled trailer to the contractor facility for continued processing by the contractor.

8.1.7 The contractor shall furnish seals for securing trailers. The seal can be plastic or aluminum, digit numbers marking on each unit, fixed loop or pull-tight feature to indicate potential tampering, and recommended for truck trailers usage. The seal shall be intact when the truck reaches the contractor’s facility. The contractor shall investigate any broken seals and notify the Contracting Officer Representative (COR) immediately. Documentation of seal number and number of containers per truck/load will be double verified by CMOP loading staff. Containers will remain locked or in a secure environment once removed from the truck in the contractor’s area until ready for processing. Carts and locks will be returned on each empty truck back to MID-SOUTH CMOP.

8.1.8 Pickups will be at least twice a day with a schedule that is mutually agreeable with the MID-SOUTH CMOP and the Contractor to accomplish the requirement.

*All information is subject to change based on workload.

**All packages will be completed and delivered to contractor by shift end Friday night/Saturday morning (12am) so parcels can be tendered to the government designated transportation contractor within 12 hours or receipt by the contractor.

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8.1.9. The frequency of pickups may change based on workload. The contractor shall be responsible for coordinating as many pickups per day as needed to meet the needs of the MID-SOUTH CMOP facility. The MID-SOUTH CMOP facility will give a minimum of three (3) business days’ notice to make a change to the routing frequency schedule, including any Saturday or Federal holiday pick up that may be needed.

8.1.10. The contractor shall work shifts which are most efficient to process parcels from MID-SOUTH CMOP to the government designated transportation contractor in the next pick-up period, with turnaround never exceeding 12 hours.

8.1.11. Due to the twelve (12) hour turnaround required of the contractor, the contractor’s facility may be no more than 100 miles’ distance measured via MapQuest from the MID-SOUTH CMOP in order to maintain timeliness.

8.1.12. The contractor is responsible for the safekeeping and preservation of all parcels processed under the terms of this contract.

8.1.13. A building security system shall be utilized. Limited access to the parcel management area must be maintained and monitored. Documentation of access for specific timeframes must be maintained.

8.1.14. Property being transported shall require liability insurance coverage by the contractor with a minimum value of $1,000,000.00 per vehicle/pick-up. The contractor shall provide $5,000,000.00 insurance policy to cover medication loss due to perils such as fire, tornado, employee theft, etc. Copies of the contractor’s insurance policy must be provided to the contracting officer prior to award.

8.1.15. All staff must have National Agency Check with Inquiries (NACI) background check before working in the drug/package environment.

8.1.16. The contractor shall designate a point-of-contact (POC) that shall serve as a liaison between the contractor and the MID-SOUTH CMOP. The liaison will be the day-to-day POC to manage business contact between the contractor and the MID-SOUTH CMOP.

8.2. Document printing and Insertion into Parcels

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8.2.

8.2.1. The contractor shall provide all equipment, personnel, supervision, and support required to print and insert all paperwork associated with each unique parcel or box as outlined in Attachment #1 “Package Insert Printing and Interface Control Document (ICD).”

8.2.2. The ICD presents the software interface requirements that the contractor shall utilize between the VA CMOP System and an external contractor system. The purpose of the Interface Control Document is to specify interface requirements to be met by the participating systems. It describes the concept of operations for the interface, defines the message structure and protocols which govern the interchange of data, and identifies the communication paths along which the data is expected to flow. The contractor shall design their infrastructure and business practices consistent with the ICD.

8.2.3. Each parcel or box is pre-labeled by the MID-SOUTH CMOP with a mailing label that has a barcode that contains specific information about the parcel and the paperwork that is required for insertion into that parcel.

8.2.4. The contractor shall have a VA approved Site to Site VPN or secure FTP connection to connect with VA Servers as outlined in the ICD. Once this interface is established, and the contractor has equipment and personnel in place for document printing, scanning the barcode on the parcel label will initiate the print of all paperwork associated with the parcel.

8.2.5. The ICD describes three file types associated with parcel specific paperwork:

Depending on the nature of the item(s) contained in the parcel, the printed materials may contain one, all, or a combination of the TRN, TXT, and/or PDF files for document printing.

8.2.6. Printed documents will contain patient specific information including the patient’s name and the name of the medication that the patient is prescribed. This combination of information is considered to be protected health information. The contractor shall safeguard disclosure of protected health information under the provisions of the Health Insurance Portability and Accountability Act (HIPPA), and other acts as required.

8.2.7. The contractor shall protect and safeguard electronic data transmitted between the MID-SOUTH CMOP and the contractor during the normal conduct of business. The contractor shall maintain a Data Transfer Agreement (DTA) and a Business Associate Agreement (BAA) with the government. Any computer network or systems used by the contractor in under the provisions of this contract shall be Certified & Accredited by an approved organization. All electronic data and computer system security requirements outlined elsewhere in this solicitation shall be followed by the contractor.

8.2.8. The contractor shall provide the materials for document printing. Paper will be 8 ½ x 14 inch, 24lb, white bond (minimum #1), a minimum of 88 brightness. Font will be no less than 9 point, legible, and conform to VA standard. A barcode (128 format) is necessary for each prescription order to facilitate refill information.

8.2.9. Once all paperwork associated with the parcel is printed, the contractor shall neatly place the printed pages into the unsecured pouch of a double-pouched Mylar parcel and secure the paperwork in the pouch. For boxed items the contractor shall place the printed paperwork in a secure, opaque sleeve and affix it to boxed items in such a manner that transportation handling and machinery cannot tear or otherwise remove the sleeve from the box.

8.2.10. The contractor’s document printing and insertion business practices shall provide safeguards (crosschecks) that ensure the correct paperwork for each parcel is placed and sealed in the correct parcel. The contractor shall ensure that the printed paperwork is specific to the patient identified on the parcel label provided from the MID-SOUTH CMOP. The error rate should never exceed 3.4 occurrences per 1,000,000 parcels processed.

8.2.11. The contractor shall provide verification that all parcels required for processing were received from the MID-SOUTH CMOP. If a check between the MID-SOUTH CMOP transmitted parcel information and the physical receipt of parcels by the contractor identifies missing items, the contractor POC will notify the MID-SOUTH CMOP immediately by e-mail and/or within 2-hours of discovery.

8.2.12. Duplicate Parcels: The contractor shall return all parcels that do not have a unique parcel ID number assigned. Both the original parcel and duplicate parcels must be returned to the MID-SOUTH CMOP within 24 hours.

8.2.13. Recalled Parcels: The MID-SOUTH CMOP may have the need to recall a parcel while it is in the possession of the contractor. If a parcel recall is necessary, the MID-SOUTH CMOP will provide the following information: name, address, zip code, PackageID. The contractor shall develop business practices that confirms and acknowledges the receipt of a parcel recall notice from the MID-SOUTH CMOP. The contractor shall possess the means to identify recalled parcels during processing and to sequester all recalled parcels for return back to the MID-SOUTH CMOP. Once a recall is initiated, the contractor shall continue to search for parcels until all are found or the MID-SOUTH CMOP clears to contractor from continued searching.

8.2.14. The contractor shall isolate any parcel that is received damaged or that has problems where the parcel cannot be processed. The contractor POC shall return all damaged or otherwise unserviceable parcels to the MID-SOUTH CMOP on the next available truck in a sealed container. Parcels that are returned to the MID-SOUTH CMOP must be identified with the reason for return. Upon return to the MID-SOUTH CMOP, the driver and MID-SOUTH CMOP must complete a chain of custody and itemize each parcel on the return log maintained by the MID-SOUTH CMOP. This log lists the following information about each parcel: address, PackageID, reason for return, date parcel was received by the contractor, date and time of return, chain of custody lines.

8.3. Tendering of Completed Parcels to a Manifesting/Government Designated Transportation contractor

8.3.1. Once all paperwork is complete for each unique parcel and sealed or otherwise secured in the second pouch of a Mylar bag or sleeve on a box, the paperwork insertion contractor shall gather all completed parcels for transportation to the manifest/government designated transportation contractor.

8.3.2. The paperwork insertion company will stage finalized product in an agreed upon container that is compatible with the requirement of the manifesting/government designated transportation contractor designated by the MID-SOUTH CMOP.

8.3.3. All completed parcels shall be staged and stored in a secure manner such that the contractor can ensure the safety and security of all items.

8.3.4. From the staging and storage area, the print contractor shall provide dock access to the manifesting/government designated transportation contractor selected by the MID-SOUTH CMOP. The print contractor shall load all containers of parcels onto trailers supplied by the manifesting/government designated transportation contractor.

8.3.5. All completed parcels will be tendered to the manifesting/government designated transportation contractor at time to be determined by the MID-SOUTH COMP, the manifesting/government designated transportation contractor, and the document printing and insertion contractor.

8.4. Quality Control Program and Activities, Reporting, and Billing

8.4.1. The contractor shall establish, implement, and maintain a Quality Control Program (QCP) to ensure contract services are provided as specified in this contract. The contractor shall submit the QCP to the Contracting Officer (CO) upon contract award for review and approval by the CO and COR. The contractor shall update the QCP as changes occur and submit changes to the CO as required.

8.4.2. As a minimum, the contractor’s QCP shall contain the following items.

8.4.2.1. A description of the inspection system to cover all services. The description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

8.4.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

8.4.3. The contractor POC shall communicate verbally and by e-mail with the MID-SOUTH CMOP concerning errors, complaints or other issues. All complaints or concerns shall be addressed within 24-hours or less.

8.4.4. The contractor shall investigate, track and trend all errors. A parcel that contains the incorrect printed paperwork is considered to be a medication error and it may also be a HIPPA violation where protected health information was incorrectly disclosed.

8.4.5. The contractor shall provide a corrective action plan to the COR if medication errors or complaints are recurrent. All errors reported by customers will be reported by MID-SOUTH CMOP to the contractor immediately.

8.4.6. The contractor shall print and insert all paperwork into parcels and tender completed parcels to the MID-SOUTH CMOP specified government designated transportation contractor within twelve (12) hours of pickup from the MID-SOUTH CMOP ninety-five (95%) of the time. The contractor shall provide real-time electronic data back to the MID-SOUTH CMOP for each parcel that indicates the time of pickup from the MID-SOUTH CMOP, the time that document printing and insertion was completed, and time each parcel was tendered to the MID-SOUTH CMOP specified government designated transportation contractor.

8.4.7. The contractor shall provide a monthly timeliness report by the 5th of the month. This report shall indicate the total number of parcels processed and the turnaround time for each type based on the date/time the contractor took possession of the parcel and the date/time the parcel was tendered to the MID-SOUTH CMOP specified government designated transportation contractor. The report shall also indicate the ratio of timeliness to total parcels processed for each type.

8.4.8. On a monthly basis, the MID-SOUTH CMOP will provide the contractor with quality assurance reports that were received detailing instances where incorrect paperwork was placed in a parcel. The contractor shall investigate each error and track and trend errors to identify the root cause or point-of-failure. The contractor POC shall respond to errors or complaints and provide a follow-up report within twenty-four (24) to forty-eight (48) hours of notification. Errors or other quality issues shall be tracked and trended by the contractor and reported as a monthly report that details the ration of errors to total parcels processed by type. The error rate should never exceed 3.4 occurrences per 1,000,000 parcels processed.

8.4.9. The contractor shall provide a monthly reconciliation report by the 5th of the month that indicates the number of parcels tendered to the MID-SOUTH CMOP identified government designated transportation contractor against parcels provided to the contractor by the MID-SOUTH CMOP. Each shipment from the MID-SOUTH CMOP to the contractor shall reconcile 100%. The contractor shall provide a report about each parcel that did not reconcile.

8.4.10. The contractor shall provide a monthly report by the 5th of the month that details parcel specific information for all returned or recalled parcels. This report shall contain the following parcel specific information: address, PackageID, reason for return, date parcel was received by the contractor, date and time of return, chain of custody lines.

8.4.11. The contractor shall provide/create new reports (at no additional cost) to meet CMOP reporting requirements and needs within two (2) weeks of the initial request.

8.4.12. The contractor shall invoice the MID-SOUTH CMOP for document printing and insertion services on a weekly basis. The contractor shall bill for service on a per parcel rate, so the invoice should reflect the number of parcels processed times the per parcel document printing and insertion fee.

8.4.13. The contractor shall provide billing data electronically for each one (1) week period in arrears. Each parcel processed by the contractor for the billing period shall be identified by PackageID and grouped and sorted by customer site code. This data will be used by the MID-SOUTH CMOP for reconciliation prior to payment.

9. INVOICING AND PAYMENT

9.1. Sums due the Contractor shall be paid weekly, in arrears, upon receipt of a properly prepared invoice (as defined in FAR Clause 52.212-4(g), Invoice) submitted by the Contractor. Payment shall be made only for services actually received.

9.2. All invoices from the Contractor shall be submitted to the addresses listed in Block 18a of Standard Form (SF) 1449 of this document. Invoices shall be submitted on a weekly basis.

10. SERVICES SUMMARY

Performance Objective

PWS

Reference

Performance Threshold

1. Completed parcel accuracy

8.2.10

Error rate shall not exceed 3.4 occurrences per 1,000,000 parcels processed.

2. Parcels completed and ready for pick up no less than 12 hours from receipt

8.1.10

98%

3. Submittal of required reports

8.4.8, 8.4.9, 8.4.10, 8.4.11, 95%

4. Recall of parcels on next available carrier

8.2.13, 8.2.14

100%

5. Safeguards protecting patient information

8.2.10

Error rate shall not exceed 3.4 occurrences per 1,000,000 parcels processed.

6. Resolve complaints in 24 hours or less

8.2.12, 8.4.3

No more than three (3) complaints per year exceeding 24-hour resolution

11. SPECIAL CONTRACT REQUIREMENTS

11.1 PHASE IN PERIOD: A phase-in period may be needed to convert operations from the incumbent contractor to the successor. Contractor receiving this award shall be required to provide support for future phase-in-period between the incumbent contractor and the successor. The effective date of the contract resulting from this solicitation shall be ninety (90) calendar days (or sooner upon mutual agreement) for the phase in period after the date of award. Contractor shall ensure that sufficient manpower is available during the conversion (see FAR 52.237-3 Continuity of Service).

11.2. TRANSFER OF SERVICES: The Mid-South CMOP is transitioning operations to the Elam Farms location. As this transition progresses, the contractor shall have reduced workload. Contractor shall ensure that sufficient manpower is available during the transition for both Sam Jared and Elam Farms locations.

11.3. CONTRACTOR’S RESPONSIBILITIES: The contractor shall ensure each person performing work under this contract has the appropriate training as required by Health Insurance Portability and Accountability Act of 1996 (HIPAA), JTC, OSHA, National CMOP Policy Memorandum 00-010 Privacy Policy and Procedures; National CMOP Policy Memorandum, IIT-00 Information Security. The Department of Veterans Affairs Mid-South CMOP is not liable for injury either personal or property to the contractor or his/her employees that may occur during the performance of the contract. The contractor shall maintain personal liability and property damage insurance prescribed by the State of Tennessee. Before commencing work under the contract, the contractor shall furnish the Contracting Officer, a certificate of insurance indicating the coverage outlined in the solicitation.

11.4. Service Contract Act applies to work performed under the awarded contract to include subcontracting and independent contractors.

11.5. CHANGES: Only those services specified herein are authorized. Before performing any service of a non-contract value, the contractor shall advise the Contracting Officer of the reasons for additional work in writing. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer. The Contractor shall not accept any instruction issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

11.6. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designation with the Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA computer designated as sensitive.

Contractor and subcontractor personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. U.S. law requires companies to employ only individuals who may legally work in the United States – either U.S. citizens, or foreign citizens who have the necessary authorization. This contract requires contractor personnel to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

The cost for such investigations shall be borne by the Contractor. The Government on the basis of the type of access required shall determine the level of sensitivity. The level of sensitivity will determine the depth of the investigation and cost thereof.

The services under this contract are rated Low Risk Level. A National Agency Check with Inquires is required for all personnel. The cost for each background investigation for 2017 is approximately $381.00 USD.

The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of contractor personnel. Background investigation shall not be required for contractor personnel who will not be required to access VA computer systems.

11.7. ESTIMATED VOLUME: The number of prescriptions, packets, and packages specified in the schedule are estimated and are subject to change.

11.8. BUSINESS ASSOCIATE AGREEMENT: The vendor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Standard Rule”). Pursuant to the privacy and Security Rules, the vendor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI. Any purchase order resulting from this action incorporates the Business Associate Agreement terms and conditions. Vendors shall also be responsible for compliance with all Federal Information Security Management Act (FISMA) requirements.

11.9. REPORTING REQUIREMENTS:

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11.9.

11.9.1. Contracting with Parties Listed on the OIG List of Excluded Individual/Entities:

11.9.1.1.1. In accordance with The Health Insurance Portability and Accountability Act (HIPAA), Sections 1128 and 1128A of the Social Security Act and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

11.9.1.1.2. All offerors shall review the Office of the Inspector General (OIG) List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMPs may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

11.9.1.1.3. By signing the solicitation, the Contractor certifies that the OIG List of Excluded Individuals/Entities shall be reviewed for each person assigned to the contract by the Contractor prior to that person performing services.

11.9.2. Contractor Compliance with the Immigration and Nationality Act of 1952:

11.9.2.1.1. The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs.

11.9.3. Online Representation and Certifications Application (ORCA):

11.9.3.1.1. The Contractor…