DH01--methadone application mgmt services

STATEMENT OF WORK (SOW) 1. Contract Title. Netsmart Technologies, Inc. Methadone Dispensing 2. Background. The Heater Los Angeles VA Healthcare System (GLAVAHCS)The AMS software and hardware by Netsmart Technologies is currently utilized for methadone dispensing in all three GLA opioid treatment program (OTP) clinics for over 15 years. Both equipment and software are nearing its end of life, requiring an update to the myAvatar AM system, which is only available through Netsmart Technologies. This updated system will ensure management and accurate dispensing of the medication methadone by specialized pharmacist. Set up of software, database configuration, AMS to myAvatar AM data conversion and testing, go live support, and maintenance will be performed by the vendor. 3. Scope. The system will provides precise and accurate dosing of methadone. Its design minimizes fluid loss and enhances record keeping. MyAvatar is the software being requested to streamline medication orders and dispensing documentation while protecting privacy. The vendor will provide software set up, database configuration, AMS to myAvatar AM Data Conversion and testing, Remote Go Live Support for the automated methadone prescription dispensing system. The vendor will also provide set up of the Methaspense Controlled Methadone Dispensing System, used for dosing methadone in GLA s opioid treatment program. 4. Specific Tasks. Currently there are three opioid treatment clinics in GLA Los Angeles Ambulatory Care Clinic (LAACC), Sepulveda Ambulatory Care Clinic (SACC), and West Los Angeles - with a methadone dispensing pharmacy. The automated methadone dispensing hardware are at its end of life. There is minimal support for the current AMS software as it has been replaced by the upgraded system myAvatar AM . GLA has not, however, and is one of the last VA facilities, to upgrade to the myAvatar AM system. Installation of new hardware and software, as well as database configuration, AMS to myAvatar data conversion and testing, and go live support will be provided by Netsmart Technologies, Inc. This will be added to all outpatient methadone pharmacies. Training will also be provided by Netsmart Technologies, Inc. to all users of this system (methadone pharmacists at LAACC, SACC and WLA). 5. Performance Monitoring Communication shall be consistently performed between the contractor and the Contracting Officer Representative (COR) throughout every step of the acquisition process using the appropriate mode of communication (i.e., email, phone, video chat, or in-person). The COR or designated pharmacy representative will sign off on all invoices for the contractor. This individual will monitor and provide quality control on the interface to ensure accuracy of prescription mail services from the GLA outpatient pharmacies. 6. Security Requirements The vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The vendor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. The contractor shall follow The Veterans Affair Acquisition Regulation (VAAR) security clause VAAR- 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES sited in section C. Contract Clauses The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov The contractor and their personnel shall complete VA Privacy and Information Security Awareness and Rules of Behavior training located at the following website: http://www.tms.va.gov 7. Other Pertinent Information or Special Considerations. VA GLA currently uses Netsmart Technologies, Inc. hardware and software program (AMS) for over 15 years. Both pharmacy, Biomed and IT services are familiar with this system, however GLA is one of the last VA facilities who has not yet upgraded to the myAvatar AM system. Equipment parts (for example tubing, dispensing pump) are difficult to replace and is nearing its end of life. Thus, it is important that GLA upgrades to the Methaspense dispensing hardware system and myAvatar AM software system to continue dispensing methadone and provide patient care in our opioid treatment program. Mandatory source. 8. Place of Performance. There are three locations for which this request is being made for: West Los Angeles Medical Center, Methadone Pharmacy 11301 Wilshire Boulevard, Bldg. 257, Room # 23 Los Angeles, CA 90073 Los Angeles Ambulatory Care Center, Methadone Pharmacy 351 East Temple Street, Room # B134 Los Angeles, CA 90012 Sepulveda Ambulatory Care Center, Methadone Pharmacy 16111 Plummer Street, Building 10-A North Hills, CA 91343 9. Period of Performance. 30 days after receipt of order (ARO) 10. Delivery Schedule. SOW Task# Deliverable Format Number Calendar Days After CO Start 1 Documentation Contractor-determined 1 copy to COR; 1 copy to POC 1 2 Labor Contractor-determined 1 copy to COR; 1 copy to POC 1 11. Salient Characteristics Vendor will provide an integrated, web-based electronic health record (EHR) compatible and approved for use with VA IT requirements Vendor will provide a platform that allows for electronic ordering, e-Prescribing and dispensing of multiple medications Vendor will provide a simple and easy to use, user-friendly platform that allows for automatic inventory updates, consumer enrollment, and tracking Vendor will provide a platform that provides real-time analytics and reporting Vendor will provide a platform for real-time access to patient records from the office or the field Vendor will provide a platform for tracking and analysis of quality measures through data collection and reporting Vendor will provide a platform that helps maintain compliance with regulatory entities because of dispensing and inventory controls Vendor will provide a platform that allows for real-time clinical and compliance alerts Vendor will provide a platform that enables automatic medication dispensing needs that is often less than 15 seconds to decrease wait times Vendor will provide upgrade support Vendor will set up software and database on the new server(s) Vendor will configure the database by populating the droplists and data dictionary appropriate to the new installation Vendor will convert the current data from currently used AMS system to the new format to allow for compliance regulation in needing to keep history for last 3 years per federal law System must provide ADT, current patient profile information System must provide current, active AM Med orders System must provide AM Dosing history (for the last 3 years) Vendor will manage and coordinate the services required to complete the server(s) set up, database configuration, data conversion, testing, training and go-live Vendor will support clinic staff on new software interface, feature, and functionality during Go-Live Vendor will provide for at least a minimum of 2 days of training for new platform and at least 3 days of go-live support Software must be able to have report features for the following: System must provide absence report: A report that is printed at the end of the day of patient(s) absences since last medication System must provide daily log: View patient orders for a future day (i.e., the next business day) System must provide dose dispensed: What doses were dispensed by date or date range System must provide expired orders: list of expired order by date or date range, with patient order details System must provide inventory status: Detail of liquid inventory of bottle(s) used for each day System must provide inventory history: Detail of inventory of all methadone bottles in the vault System must provide patient profile: List of all patients currently active in the program System must provide monthly dispense by week: Totally amount of methadone (mg) that is dispensed for requested date range for DEA audit System must provide calibration reports for equipment to ensure functionality is accurate and in place Software must be compatible with current SciLog Pump that dispenses methadone and able to be used with current equipment Vendor must provide for software servicing needs and support services