Pharmacy equipment

Added: Aug 05, 2014 10:13 am
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is PAW-2014-Q-0023 for a highly automated, completely walk-away will-call system for the safe and accurate dispensing of patient medications Pharmacy Equipment. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-66. This acquisition is full and open. The NAICS code is 532490 and the small business size standard is $30M.
The FOB point is Pawnee Indian Health Center, 1201 Heritage Circle Pawnee, Oklahoma 74058-3744. Evaluation will be based on price and past performance.
1. Shall reduce dispensing errors of handing out another patient's medication that are filled correctly in will-call
a. verify that no two patients prescription are accidentally bundled together
b. validate the correct patient
c. require a clerk to physically enter a mandatory 2nd patient identifier
d. decrease retrieval times and picking error
2.Provide real-time & immediate accountability of access to the medications stored in the lockable cabinets
The Vendor must demonstrate the capability to meet or exceed the following requirements:
a. lockable storage cabinets must be ergonomically designed and be space efficient
b. limit user access based on "role" authority
c. have the ability to identify the location of any drug within the system and provide for accountability for access
3. Experience of the Organization
The Vendor must submit a written statement describing the experience of the organization, detailing the organization's experience as related to installation and operation of a highly automated, completely walk-away will-call system for the safe and accurate dispensing of patient medications In addition, three (3) letters of reference must be included. The references should include statements regarding the reduction of medication errors, the improved efficiency and accountability, quantity (volume) of work, quality of work and timeliness of delivery.
4. Confidentiality/Privacy/Security of Protected Health Information
The Vendor must submit a written statement and/or policies and procedures describing the specific safeguards and security measures for maintaining the confidentiality and privacy of all protected health information (HIPAA compliant).
5. Installation, Testing, Support and other services
The Vendor must submit a plan for the following:
a. installation of equipment at the Indian Health Service site and perform system tests to verify proper installation and communication
b. Initial operator, management, and administrator training shall be provided
c. support the automatic printing of required medical guides when prescriptions are dispensed to patients
d. support the automatic notification by call, text or e-mail to patients when a prescription has been filled and is ready for pickup
6. Hardware and Software
Vendor shall provide a detailed list of equipment and software that will be used to perform the prescribed tasks that meets or exceeds the following:
a. lockable storage cabinets must be ergonomically designed and space efficient
b. have "built-in" redundancy in system components
c. have an interface with the pharmacy management system (RPMS)
d. approval to operate system on Indian Health Service IT
1) Interested vendors to provide a product specifications sheet with product size and capacity, system diagram, and vendor supplied components vs. customer supplied components. Vendor to provide existing customer references and/or web based demonstration of product.
Offerors are to include a completed copy of the provision found at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items with its offer. The clause found at FAR 52.212-4, Contract Terms and Conditions - Commercial Items applies to this acquisition. The clause found at FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items applies to this acquisition. FAR 52.212-1 Instructions to Offerors - Commercial applies to this acquisition. http://www.acquisition.gov/far/index.html. Quotes are due August 15, 2014 8:00 a.m. CDT at the Oklahoma City Area Indian Health Service, Division of Acquisition Management, 701 Market Drive, Oklahoma City, Oklahoma 73114, for information regarding the solicitation send questions via fax 405-951-3975 or e-mail gabrielle.gomez@ihs.gov.
STATEMENT OF WORK - Highly Automated, Completely Walk-away Will-call system for the safe and accurate dispensing of patient medications for Pawnee Indian Health Center, 1201 Heritage Circle Pawnee, Oklahoma 74058-3744.
Introduction
The Pawnee Indian Health Center Outpatient Pharmacy requires a highly automated, completely walk-away will-call system for the safe and accurate dispensing of patient medications.
Background
A highly automated, completely walk-away will-call system for the safe and accurate dispensing of patient medications is capable of identifying a patient's medication and ensuring the medication is not associated to another patient's medication. It can identify when a potential dispensing error could occur and eliminate the potential. The will-call system interfaces with the pharmacy management system (RPMS) which enhances data integrity. Not only should the will-call system decrease and often eliminate errors, it should streamline the non-compliance process. Radio Frequency Identification Device (RFID) technology is the desired technology because of the endless possibilities of its use. For instance, RFID based will-call systems give the user the ability to file prescription in will-call randomly significantly reducing the time it takes to file prescriptions.
Minimum Requirements
employ the use of wireless Radio Frequency Identification (RFID); record all instances of user interface for tracking purposes; contain lockable electronic cabinets for prescriptions; be HIPAA compliant; have an interface with the pharmacy management system (RPMS); employ RFID embedded basket that can be associated from a remote filling site; ; have "built-in" redundancy in system components; can obtain approval to operate system on Indian Health Service IT network; meet Indian Health Service criteria for storage of controlled drug filled prescriptions.
Specifications
The contractor shall reduce dispensing errors of handing out another patient's medication that are filled correctly in will-call; improve the efficiency and the accountability of tracking prescription in the pharmacy refill; allow for patients prescriptions to be associated to the sponsor through an automation process; store medications in specific, verifiable and consistent manner; verify that no two patients prescription are accidentally bundled together; validate the correct patient, decrease retrieval times and picking error; The contractor will also provide real-time & immediate feedback for correct and incorrect retrieval of prescriptions; provide real-time & immediate accountability of access to the medications stored in the lockable cabinets; lockable storage cabinets must be ergonomically designed and be space efficient (more storage capacity in less space than other methods of storing prescriptions in will call); limit user access based on "role" authority; require a clerk to physically enter a mandatory 2nd patient identifier; have the ability to require a mandatory pharmacist dispense on a configurable list of high alert medications; interface to a signature capture device and automatically populate said device without a further requirement to scan prescription number barcode(s); immediately & automatically remove prescriptions from the system database when a prescriptions is marked non-compliant and retrieved from lockable cabinet; leverage the use of RFID to allow for multiple users to use the system simultaneously; have the ability to identify the location of any drug within the system and provide for accountability for access.
Salient Characteristics
1) Shall reduce dispensing errors of handing out another patients medications that are filled correctly in Will Call
2) Shall improve the efficiency and the accountability of tracking prescription in the pharmacy refill
3) Shall allow for patients prescriptions to be associated to the sponsor through an automation process
4) Shall store medications in specific, verifiable and consistent manner
5) Shall verify that no two patients prescription are accidentally bundled together
6) Shall validate the correct patient, decrease retrieval times and picking error
7) Shall record all instances of user interface for tracking purposes
8) Shall employ the use of wireless Radio Frequency Identification (RFID)
9) Shall contain lockable electronic cabinets for prescriptions
10) Shall be HIPAA compliant
11) Shall have an interface with the IHS pharmacy management system (RPMS) for outpatient pharmacy orders
12) Shall provide real-time & immediate feedback for correct and incorrect retrieval of prescriptions
13) Shall provide real-time & immediate accountability of access to the medications stored in the lockable cabinets
14) Lockable storage cabinets must be ergonomically designed and be space efficient (more storage capacity in less space than other methods of storing prescriptions in will call).
15) Limit user access based on "role" authority
16) Shall employ RFID embedded basket that can be associated from a remote filling sight
17) Shall require a clerk to physically enter a mandatory 2nd patient identifier.
18) Shall have the ability to require a mandatory pharmacist dispense on a configurable list of high alert medications.
19) Shall interface to a signature capture device and automatically populate said device without a further requirement to scan prescription number barcode(s).
20) Shall immediately & automatically remove prescriptions from the system database when a prescriptions is marked non-compliant and retrieved from lockable cabinet.
21) Shall leverage the use of RFID to allow for multiple users to use the system simultaneously.
22) Shall have the ability to identify the location of any drug within the system and provide for accountability for access.
23) Shall have "built-in" redundancy in system components
24) Ability to obtain approval to operate system on Indian Health Service IT network.
25) Shall meet Indian Health Service criteria for storage of controlled drug filled prescriptions.
26) Shall provide signature capture functionality without requiring a secondary scan of the prescription to populate and active the signature capture pads.
27) Shall support bidirectional interface to RPMS for purposes of updating RPMS on prescriptions that have been dispensed and prescriptions that have been pulled from will call due to failure of patient to pick up the prescription in required time frame (noncompliance/ return to stock pulls)
28) - Shall support the automatic printing of required medical guides when prescriptions are dispensed to patients.
29) - Shall support the automatic notification by call, text or e-mail to patients when a prescription has been filled and is ready for pickup.
Installation and Testing
The vendor shall be responsible for installation of equipment at the Indian Health Service site and perform system tests to verify proper installation and communication.
Training
Initial operator, management, and administrator training shall be provided
Warranty
Period of Performance: Date of Award for a five year lease period.
CLAUSES INCORPORATED BY REFERENCE
FAR 52.204-9 Personal Identity Verification of Contractor Personnel; FAR 52.223- 6, Drug Free Workplace http://www.acquisition.gov/far/index.html
HHSAR 352.242-71 Tobacco-Free Facilities http://www.hhs.gov/policies/hhsar/
HIPAA Business Associate Agreement
http://www.ihs.gov/HIPAA/documents/IHSBusinessAssociateAgreement.pdf
Lease of Equipment is all inclusive for the maintenance support, installation and testing, training and equipment for the Pawnee Indian Health Center
Base Year - Period of Performance is Date of award for one year
Lease Year 1 tiny_mce_marker____
Option Year 1 - Period of Performance is one year, to be determined upon an award
Lease Year tiny_mce_marker_____
Option Year 2 - Period of Performance is one year, to be determined upon an award
Lease Year 3 tiny_mce_marker_____
Option Year 3 - Period of Performance is one year, to be determined upon an award
Lease Year 4 tiny_mce_marker_____
Option Year 4 - Period of Performance is one year, to be determined upon an award
Lease Year 5 tiny_mce_marker_____