6515--Automated Dispensing Cabinet for Patient Medication

1

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25721Q0193 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular. SET-ASIDE: This requirement is a Service Disable Veteran Owned Small Business and Veteran Owned Small Business Set-Aside, the NAICS is 339112 and the small business size standard is 1000 Employees. In order to be eligible an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids.

Introduction:Â A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government.

Description of Services:Â The Contractor shall provide all personnel, supervision, transportation, equipment as outlined in the Statement of Work. See the Statement of Work for full details.

Place of Performance: Department of Veterans Affairs Medical, Amarillo Health Care System, 6010 Amarillo Blvd, Amarillo TX 79106

Type of Contract: A Firm Fixed Price Base

Period of Performance:

Base: Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â TBD

Site Visit: NA

Instructions to Offerors Evaluation FACTORS for Award

Evaluation Factors for Award

I.         Basis of Award

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation meets or exceeds the requirement at the lowest price.

The quotes will be evaluated on the basis of the evaluation factors listed below. The area will be evaluated on an "acceptable" or "unacceptable" basis.Â

DEFINITION

RATING

Passes (or meets) minimum standard requirements

Acceptable

Fails to meet minimum standard requirements

Unacceptable

The following clauses and provisions apply to this solicitation:

52.209-5, Certification Regarding Responsibility Matters

52.212-3, Offeror Representations and Certifications-Commercial Items

52.212-4, Contract Terms and Conditions-Commercial Items

52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items

52.217-8, Option to Extend Services

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

Evaluations of Options (July 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).

(End of Clause)

52.217-9, Option to Extend the Term of the Contract

a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 (five) years.

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right

52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements

52.219-14, Limitations on Subcontracting

52.219-6, Notice of Total Small Business Set-Aside (Nov 2011)

52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3).

52.222-3, Convict Labor

52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67)

52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)

52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)

52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015)

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving

52.228-5 Insurance-Work on a Government Installation (JAN 1997)

52.232-33, Payment by Electronic Funds Transfer-System for Award Management

52.237-3 Continuity of Services (JAN 1991)

52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005)

52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html)

852.203-70, Commercial Advertising (JAN 2008)

852.232-72, Electronic Submission of Payment Requests

852.237-70, Contractor Responsibilities

52.252-1, Solicitation Provisions Incorporated by Reference:

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es).

52.252-2, Clauses Incorporated by Reference:

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html

852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018)

LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE

(a) This solicitation includes far 52.219-6, Notice of Total Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) 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 Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of clause)

852.219-76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE. AS PRESCRIBED IN 819.7203(C) INSERT THE FOLLOWING CLAUSE: SUBCONTRACTING PLANS MONITORING AND COMPLIANCE (JUL 2018)

(a) This contract includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement.

(b) Accordingly, any contract resulting from this solicitation will include these clauses, unless the contract is awarded to a small business concern. The Contractor is advised in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing the Contractor's compliance with the plan, including reviewing the Contractor's accomplishments in achieving the subcontracting goals in the plan. 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 the Contractor's compliance with this requirement.

(c) 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) 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 Contracting Officer to assess the Contractor compliance with the subcontracting plan.

(End of clause)

STATEMENT OF WORK

PROJECT TITLE: AUTOMATED MEDICATION DISPENSING CABINETS FOR AMARILLO VAMC

PROJECT LOCATION: THOMAS E. CREEK VA HEALTH CARE SYSTEM

6010 West Amarillo Boulevard

Amarillo, TX 79106-1990

PROJECT DESCRIPTION: Automated Medication Dispensing Cabinets

GENERAL

I. BACKGROUND

The Thomas E. Creek VA Health Care System located in Amarillo, Texas is a campus style layout with numerous buildings and a satellite campus located in Lubbock, Texas. The pharmacy service has a need to lease an automated medication dispensing cabinet system for medications.

REQUIREMENTS: The contractor must provide the proper equipment and technical support for a decentralized automated medication dispensing cabinet system for medications. This system must be able to successfully transmit data from the primary and secondary locations throughout the entire Amarillo medical campus and the Lubbock campus. Pharmacy Service currently leases the PYXIS automated dispensing cabinets from BD-CareFusion incorporated but is open to other systems.

SUMMARY OF WORK

ACCESS TO WORK SITE: Automated medication dispensing cabinets will be located throughout the Amarillo medical center including the 4th floor (ICU, OR, PACU), the 3rd floor (3 North, 3 North 2 and 3 South), emergency department, CLC-A and CLC-B, Endoscopy, Endo-1 and Endo 2, specialty clinic, chemotherapy and the primary care building. There will be fifteen workstations in total for Amarillo with storage towers in specified locations. Amarillo will also require four mobile anesthesia units with wireless capabilities for the surgical suites. The Lubbock campus will require two workstations with two storage towers for use in medication rooms. Lubbock will also require four mobile anesthesia units with wireless capabilities for their surgical suites in the new building.

The vendor shall contact the primary contact person or COR for access hours. Normal working hours for the Thomas E Creek VA Health Care system are 8:00 am to 4:30 pm Monday through Friday.

The 10 holidays observed by the Government are:

New Year s Day: January 1

Martin Luther King Jr. Day: Third Monday in January

Presidents Day: Third Monday in February

Memorial Day: Last Monday in May

Independence Day: July 4

Labor Day: First Monday in September

Columbus Day: Second Monday in October

Veterans Day: November 11

Thanksgiving Day: Fourth Thursday in November

Christmas Day: December 25

Other holidays may be specifically declared by the President of the United States to be a National holiday. If a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. If a holiday falls on a Saturday, the Government will observe the holiday on the preceding Friday.

Additional work may be required outside of normal working hours. In this situation, vendor shall contact the primary contact person or COR in advance to schedule this work

CONTRACTOR FURNISHED MATERIAL: The vendor shall provide all tools and equipment necessary to complete and maintain the automated dispensing cabinets.

V. SPECIFIC TASKS:

The general outline of work to be performed includes, but is not limited to the following

items:

A. Equipment:

Comprehensive medication dispensing systems that can accommodate medications securely in the space provided, and improve efficiencies, safety, security and effectiveness of the medication distribution process in the hospital.

All Pharmacy ADM Cabinets Must Have the following:

Large Automated Return Bin

Integrated Barcode Scanner

Label Printer

Profiled

BIO ID (PIV access preferred)

Additional Capacity within the current footprint

Ability to view medications outside at other cabinet locations

Color Touch Main PC

Secure locking door access

Automated Adjustable secure shelves

Individual storage spaces for controlled substance medications

Stand alone or integrated pharmacy/medical grade refrigerators

The most up to date dispensing system that can monitor and control usage, user authorizations, inventory tracking, and can improve the timeliness of delivering first-dose medications and reduce missing dose requests by the nursing staff.

Standard and customized monitoring and surveillance reporting capabilities, discrepancies, procurement and inventory management, and supply wastage.

Full system interfacing capability with the VA s VistA/CPRS computer system.

Integrated PIV access to automated dispensing cabinet system

Maintenance: Up-to-date software upgrades included with maintenance support. Toll-free 24/7 software and hardware technical phone support. Single Vendor 24/7 on-site software and hardware technical support with response time of 6 hours or less.

VA end user staff that is proficient in using the system.

On-site training sessions for all system end-users, super-users and system administrators before, during and after installation.

Off-site intense training sessions for at least six end users, dependent on specialty, with no charge, including all travel and accommodation expenses.

Constraints

In meeting the objectives listed above, the following is a list of constraints that must be addressed by the vendor or met by the system the vendor will propose:

Flexibility in storage configurations to meet Amarillo VA Health Care System needs. A vast selection of multiple levels of dispensing solutions which include storage bins in its ADC system to meet different levels of supply security based on Amarillo VA Health Systems policy, and regulations and outside agencies accreditation standards, such as locking bins, light-guided bins, closed lid bins and single dose dispensing.

System interface ability with all VA information technology systems i.e. Admission, Discharge, and Transfer (ADT) data, Vista/CPRS and BCMA. The lease price should include ALL information technology interface expenses.

Ease of use by end-users including end-user system access such as PIV access-biometrics, screen size, and storage cabinet design including refrigerator access.

Supply storage security to meet Amarillo VA Healthcare system policies and procedures, The Joint Commission standards, and FDA rules and regulations.

Physical dimensions of the main ADC unit and other auxiliary units must be identified in the RFQ by location.

Stand alone or integrated pharmacy/medical grade refrigerators as per VHA directive

Mobile anesthesia units require wireless capability

Flexibility in implementation, installation and training timelines to accommodate Amarillo VA Health System needs.

Dependability and reliability information on the system based on industry benchmarks, surveys and reference checks.

Comprehensive software and hardware technical support/maintenance contract options.

Different service response time level guaranteed in writing.

Extensive management reporting capabilities for Supply, including controlled e-mail alerts, comprehensive usage reports for stock replenishment, supply monitoring and usage trend purposes.

Comprehensive system warranty.

Customer feedback survey results.

References.

Security and Patient Confidentiality

Service Information: Currently the Amarillo VAMC leases ADCs.

Testing: N/A

Service and/or Maintenance (if required): See above. Maintenance agreements must be available.

Schedule:

All work is to be accomplished during normal business hours.

VI. Execution of Duties

All work shall be performed in a safe and efficient manner.

Site Cleanup

The vendor shall clean job site and dispose of all debris appropriately off grounds upon completion of duties. Cleaning shall be completed to the satisfaction of the Contracting Officer or the Contracting Officer s Representative. Any areas of work or adjacent areas disturbed shall be restored to original conditions with all associated costs borne by the vendor.

Final Inspection

The contractor will verify that all required duties and site cleanup have been properly completed with the COR. Duties are not considered to be completed until COTR has completed a final inspection of the automated dispensing cabinets to ensure proper functionality.

VII. Period of Performance: TBD

VIII. Evaluation Team:

IX. QASP

1)Â Â Â Â Â Â Does your system provide full cabinet and server software upgrades annually or regularly without extra charge?

2)Â Â Â Â Â Â Is your cabinet and server software backward and forward compatible? If so please explain.

3)Â Â Â Â Â Â Is the server software capable of creating schedulable reports that can run automatically and be printed to multiple locations? Please explain.

4)Â Â Â Â Â Â Is your server software capable of creating schedulable reports that can run automatically and be automatically emailed to multiple users in either a PDF or Excel format?

5)Â Â Â Â Â Â Does your system allow a simple and easy user method to download any standard reports as Excel files, without the need of help desk support?

6)Â Â Â Â Â Â Is your system able to send system and cabinet malfunctions to multiple email and or designated users text pagers/phone?

7)Â Â Â Â Â Â Does your server provide instantaneous server to cabinet (and cabinet to server) communications?

8)Â Â Â Â Â Â Does your system provide complete server and cabinet access from any networked PC? In doing so, does your system eliminate the need for any additional hardware at each workstation?

9)Â Â Â Â Â Â Does your system provide complete server and cabinet access from any secure remote off-site locations, eliminating the need for any additional hardware at each workstation?Â

10)Â Â Â Does your system must provide a real time automated system attendant that monitors the health of server and cabinets and sends instantaneous warning messages to human engineers should issues be detected? Once the warning message is triggered, are you then able to remotely log into the system to investigate, repair or send an onsite engineer for service?

12)Â Â Â Does your server provide at least 3 years of live, readily retrievable cabinet/server data, on a single server? Please explain.

13)Â Â Â Can you provide a single server solution that can support both pharmacy and supply items on one server thereby saving the cost of the second server?

14)Â Â Â Does your carousel have a dual motor system so that should one motor fail, the second can continue to operate while repairs can be made? If your system does not utilize carousel drawers what is your equivalent?

15) How does your system handle refrigerated items? What options are available for refrigerated items? Are refrigerators considered medical or pharmacy grade?

16) What options are available for controlled substances security? What options are available for refrigerated controlled substances security?

X. Price/Cost Schedule

Please see attached document. Vendor must fill out completely.

Primary contact person:

Contracting Officers Representative (COR)

Informatics Pharmacist/ADPAC

Backup Contracting Officers Representative (COR)

SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS):

The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.

The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered.

Questions must be received no later than Wednesday, December 9, 2020, 10:00 am CST. Email your quote to danised.burt@va.gov . The subject line must specify 36C25721Q0193 Automated Dispensing System

Quotes must be received no later than Monday, December 14, 2020, 10:00 am CST. Email your quote to danised.burt@va.gov . The subject line must specify 36C25721Q0193 Automated Dispensing System

. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.

These services are subject to the Service Contract Act and Wage and Determination (WD 15-5227 Rev.-7) which was first posted on www.wdol.gov on 01/01/2019 and can be assessed at https://www.wdol.gov/wdol/scafiles/std/15-5227.txt?v=6