DG11--Audio Care Software Upgrade for Pharmacy

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Providence, RI intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Payton Merger Sub II LLC, for the following requirement: Statement of Work Audio Care software upgrade for Pharmacy SCOPE OF WORK: The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary: This software upgrade will allow Providence VAMC to increase its existing Audio CARE functionality by allowing the Pharmacy to send automated refill reminders that allow for processing of refill using the currently licensed Audio Care system in use at PVAMC. The company will activate licenses, testing, and remote installation over the telephone. PVAMC will also send ad hoc messaging to multiple recipients via phone and text. Audio Communicator and TM communicator will allow Ad-hoc communications, Patient Surveys, Recalls, and product shortages. Implementation of a fully functional, Audio Care software upgrade to PVAMC pharmacy automated refill system. The system includes, Audio Prefill, TM Prefill, Audio communicator communicator ACS-TM-Base. This will provide additional software licenses to the existing Audio CARE System at Providence VAMC. 1. Capabilities and Salient Characteristics The following shall be provided and installed over the telephone by the Contractor. All equipment installed by the Contractor shall be FDA approved for use, in new condition, and fully operational in accordance with manufacturer literature specifications. A minimum of two (2) copies of any associated operational and/or service manuals shall be provided for all equipment listed below as applicable. Audio PREFILL- Prescription Refill Reminders via Telephone with refill processing during the call. TM-PREFILL - Prescription Refill reminders via text messaging- requires Audio REFILL. Audio COMMUNICATOR Standard- Ad-hoc communications and Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls. TM-COMMUNICATOR - Ad-hoc communications and Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls and other miscellaneous communications via text message Software Add-on to Audio COMMUNICATOR. ACS-TM-BASE - Audio CARE Base SMS Software platform. Includes SMS license for up to 120,000 texts/year. This includes software and text message delivery fees- This is a Pre-requisite to add any of the Text Messaging Products. Clients benefit from 100% control over patient engagement, retain security of all personal and health data, while receiving the highest level of support. Integrated with VistA and the Pharmacy Package. Real-time posting of prescription refills via the Outpatient Pharmacy option Process Telephone Refills. This interface is triggered after the VEX routine is run to transmit unsigned scripts and action alerts to the providers for action. Benefits Improve patient care and pharmacy workflow. 24x7 patient access to prescription and medication information Improve patient satisfaction with the delivery of timely information about their prescriptions. Reduce wait time at pharmacy. Reduce the telephone tag routine between patients and providers regarding medication orders. Reduce pharmacy staff involvement in the renewal request process. Reduce the number of patients that run out of maintenance medication. Decrease Emergency Room visits for patients needing medication. Refill and Status Check Refill Reminder notifications and Request Processing Ad-Hoc Communications Inbound and outbound patient telephone communications Patient text messaging notifications and email communications Refill Reminder notifications and Request Processing Audio Care System in use at VAMCs nationwide, over 25 years experience with VA. Vista Integration Integration with VistA via an M to M Interface Protocol. Built on the M Language and database - Intersystem Cache, which is prevalent in the Healthcare IT systems and basis for many EHRs systems such as VistA. Real-time integration without additional costly interfaces. The Contractor shall provide all tools and equipment necessary to properly and safely perform the services set forth within this statement of work. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. 2. AREAS TO BE SERVICED Department of Veterans Affairs Providence VA Medical Center Pharmacy 830 Chalkstone Ave Providence, RI 02908 3. INSTALLATION The company will activate licenses, testing, and remote installation over the telephone. The Contractor shall provide all labor, materials, tools, equipment etc. to prepare for and complete the installation of the equipment in the space determined by the Government. Project implementation meetings, if necessary, shall be coordinated with the COR. Installation and implementation dates are to be coordinated in advance with the Contractor and the COR. All employees of the Contractor and subcontractors shall comply with VA security management program and obtain the permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All installation personnel shall be trained by the manufacturer on how to properly install the equipment. Resumes and certifications shall be submitted for review upon request by the Government. The Contractor shall communicate to the Government the estimated downtime required to complete full installation and testing of Audio care software upgrade. If the Contractor is unable to install the equipment to its normal operational state within 24 hours, the Contractor shall compensate the Government for the downtime by extending the warranty service in a period equivalent to the downtime of the equipment. The Contractor shall be responsible for the safe removal and disposal of all trade-in equipment as applicable. The Contractor shall be responsible for the safe removal and disposal of all packing materials and related waste generated during installation. 4. TRAINING: NA 5. INSPECTION AND ACCEPTANCE The Contractor shall conduct a joint inspection with the COR upon delivery of equipment. Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s). The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer. 6. WARRANTY The contractor shall provide a one year manufacturer s warranty on all parts and labor. The warranty shall include all travel and shipping costs associated with any warranty repair. 7. TASK FREQUENCY AND INSTRUCTIONS The work set forth in the Statement of Work shall be completed in a single visit, be it a single day or multiple days as required for appropriate completion. All work is to be scheduled in advance with the COR. Equipment delivery shall not precede installation by more than 20 days. Installation and implementation must be immediately followed by clinical user training including go live support. Implementation and integration with VistA CPRS shall not exceed 90 days from date of award. 8. SPECIAL WORK REQUIREMENTS The Contractor shall comply with any and all Infection Control Risk Assessment requirements deemed appropriate by the Providence VA Medical Center during all portions of the work set forth in the Statement of Work. The Contractor must comply with security, privacy, and safety issues in accordance to VA standards, policies, and directives set forth at all times while providing the work outlined in the Statement of Work. 9. PROPERTY DAMAGE The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (e.g. trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 10. ATTACHMENTS None. 11. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS, NA remote license activation, 12. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD, NA 13. INFORMATION SECURITY LANGUAGE; NA 14. Records Management Language for Statement of Work (SOW): The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information Period of Performance Base year with 4 (four) option years. Payton Merger Sub II LLC, is the only contractor capable of performing the required work because the required software upgrade is proprietary to Payton Merger Sub II dba AudioCARE Systems an Artera Company. AudioCARE Systems an Artera Company is the sole manufacturer and distributor of its products and services. All AudioCARE s Systems and applications are proprietary and use proprietary software. The software upgrade must be the same manufacturer as our existing AudioCARE manufacturer to work with our existing system. The NAICS code for this requirement is 517810. This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement listed above must clearly identify their capability to do so in writing by Monday, March 11, 2024 at 5 pm EST time. Responses should be sent to Rosangela Pereira at contact@example.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government.