Lease and Maintenance of Automated Pharmacy Dispensing Equipment for the Rosebud IHS Hospital in Rosebud, SD

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Programs for Certain Commercial Items (10 U.S.C. 2304(g) & 2305 & 41 U.S.C. 253(g) & 253a & 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), & FAR Subpart 37.4, Non-personal Health Care Services (10 U.S.C. 2304 and 41 U.S.C. 253). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Aberdeen Area Indian Health Service (IHS) intends to award a firm-fixed price requirements type contract in accordance with the Request for Proposal (RFP) 12-01, for the lease and support of the ScriptPro Central Pharmacy Automation System for the Rosebud IHS Hospital in Rosebud, South Dakota. The solicitation is issued as full and open competition. The solicitation documents & incorporated provisions & clauses are those in effect through Federal Acquisition Circular 2005-53. The associated North American Industry Classification System code is 532490 and the small business size standard is $7.0 million. BID SCHEDULE: SCRIPTPRO CENTRAL PHARMACY AUTOMATION SYSTEM: the quoted pricing must be all inclusive (to include but not be limited to travel, lodging, per diem, fringe benefits, federal, state and local taxes) plus all other costs pertinent to the performance of this contract. The contract resulting from this solicitation will not obligate funds; funds must be obligated prior to starting performance through a delivery order or task order. Orders may be submitted electronically, facsimile or hard copy. Please complete the following pricing schedule utilizing your most competitive and reasonable rates which the IHS will use to the "Best Value" to the government. Brand Name or Equal: Contractor is to provide Brand Name or Equal supplies/services as shown below on the bid schedule. The quantities of supplies or services specified in the Schedule are estimates only. 1. BASE YEAR (10/01/2011 through 9/30/ 2012) SP 200/CCC Full Support: 12 months @ $_________________ per month SP 200/CCC Rent: 12 months @ $_________________ per month SP Central (with Free SP Station) Full Support: 12 months @ $_________________ per month SP Central (with Free SP Station) Rent: 12 months @ $_________________ per month IVR Server Full Support: 12 months @ $_________________ per month IVR Server Rent: 12 months @ $_________________ per month SP Station Full Support (Four (4) per month): 12 months @ $_________________ per month SP Station Rent (Four (4) per month): 12 months @ $_________________ per month SP Checkpoint Full Support (Six (6) per month): 12 months @ $_________________ per month SP Checkpoint Rent (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Device Full Support (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Rent (Six (6) per month): 12 months @ $_________________ per month Notice Board Full Support: 12 months @ $_________________ per month Notice Board Rent: 12 months @ $_________________ per month IVR Line Add-On Full Support: 12 months @ $_________________ per month IVR Line Add-On Rent: 12 months @ $_________________ per month IVR Workstation License Full Support: 12 months @ $_________________ per month IVR Workstation License Rent: 12 months @ $_________________ per month Virus Protection Platform: 12 months @ $_________________ per month 2. OPTION YEAR ONE (10/1/2012 through 9/30/2013) SP 200/CCC Full Support: 12 months @ $_________________ per month SP 200/CCC Rent: 12 months @ $_________________ per month SP Central (with Free SP Station) Full Support: 12 months @ $_________________ per month SP Central (with Free SP Station) Rent: 12 months @ $_________________ per month IVR Server Full Support: 12 months @ $_________________ per month IVR Server Rent: 12 months @ $_________________ per month SP Station Full Support (Four (4) per month): 12 months @ $_________________ per month SP Station Rent (Four (4) per month): 12 months @ $_________________ per month SP Checkpoint Full Support (Six (6) per month): 12 months @ $_________________ per month SP Checkpoint Rent (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Device Full Support (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Rent (Six (6) per month): 12 months @ $_________________ per month Notice Board Full Support: 12 months @ $_________________ per month Notice Board Rent: 12 months @ $_________________ per month IVR Line Add-On Full Support: 12 months @ $_________________ per month IVR Line Add-On Rent: 12 months @ $_________________ per month IVR Workstation License Full Support: 12 months @ $_________________ per month IVR Workstation License Rent: 12 months @ $_________________ per month Virus Protection Platform: 12 months @ $_________________ per month 3. OPTION YEAR TWO (10/1/2013 through 9/30/2014) SP 200/CCC Full Support: 12 months @ $_________________ per month SP 200/CCC Rent: 12 months @ $_________________ per month SP Central (with Free SP Station) Full Support: 12 months @ $_________________ per month SP Central (with Free SP Station) Rent: 12 months @ $_________________ per month IVR Server Full Support: 12 months @ $_________________ per month IVR Server Rent: 12 months @ $_________________ per month SP Station Full Support (Four (4) per month): 12 months @ $_________________ per month SP Station Rent (Four (4) per month): 12 months @ $_________________ per month SP Checkpoint Full Support (Six (6) per month): 12 months @ $_________________ per month SP Checkpoint Rent (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Device Full Support (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Rent (Six (6) per month): 12 months @ $_________________ per month Notice Board Full Support: 12 months @ $_________________ per month Notice Board Rent: 12 months @ $_________________ per month IVR Line Add-On Full Support: 12 months @ $_________________ per month IVR Line Add-On Rent: 12 months @ $_________________ per month IVR Workstation License Full Support: 12 months @ $_________________ per month IVR Workstation License Rent: 12 months @ $_________________ per month Virus Protection Platform: 12 months @ $_________________ per month 4. OPTION YEAR THREE (10/1/2014 through 9/30/2015) SP 200/CCC Full Support: 12 months @ $_________________ per month SP 200/CCC Rent: 12 months @ $_________________ per month SP Central (with Free SP Station) Full Support: 12 months @ $_________________ per month SP Central (with Free SP Station) Rent: 12 months @ $_________________ per month IVR Server Full Support: 12 months @ $_________________ per month IVR Server Rent: 12 months @ $_________________ per month SP Station Full Support (Four (4) per month): 12 months @ $_________________ per month SP Station Rent (Four (4) per month): 12 months @ $_________________ per month SP Checkpoint Full Support (Six (6) per month): 12 months @ $_________________ per month SP Checkpoint Rent (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Device Full Support (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Rent (Six (6) per month): 12 months @ $_________________ per month Notice Board Full Support: 12 months @ $_________________ per month Notice Board Rent: 12 months @ $_________________ per month IVR Line Add-On Full Support: 12 months @ $_________________ per month IVR Line Add-On Rent: 12 months @ $_________________ per month IVR Workstation License Full Support: 12 months @ $_________________ per month IVR Workstation License Rent: 12 months @ $_________________ per month Virus Protection Platform: 12 months @ $_________________ per month 5. OPTION YEAR FOUR (10/1/2015 through 9/30/2016) SP 200/CCC Full Support: 12 months @ $_________________ per month SP 200/CCC Rent: 12 months @ $_________________ per month SP Central (with Free SP Station) Full Support: 12 months @ $_________________ per month SP Central (with Free SP Station) Rent: 12 months @ $_________________ per month IVR Server Full Support: 12 months @ $_________________ per month IVR Server Rent: 12 months @ $_________________ per month SP Station Full Support (Four (4) per month): 12 months @ $_________________ per month SP Station Rent (Four (4) per month): 12 months @ $_________________ per month SP Checkpoint Full Support (Six (6) per month): 12 months @ $_________________ per month SP Checkpoint Rent (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Device Full Support (Six (6) per month): 12 months @ $_________________ per month Electronic Signature Rent (Six (6) per month): 12 months @ $_________________ per month Notice Board Full Support: 12 months @ $_________________ per month Notice Board Rent: 12 months @ $_________________ per month IVR Line Add-On Full Support: 12 months @ $_________________ per month IVR Line Add-On Rent: 12 months @ $_________________ per month IVR Workstation License Full Support: 12 months @ $_________________ per month IVR Workstation License Rent: 12 months @ $_________________ per month Virus Protection Platform: 12 months @ $_________________ per month STATEMENT OF WORK Summary: Lease and maintenance of automation cabinetry and computer server for equipment that processes, counts and labels prescription medications. Equipment functions only on the command of a pharmacist or pharmacy technician. Twelve month lease and four option years covers cost of equipment use, repair and maintenance of the equipment by the manufacturer/vendor of the equipment. The equipment and supplies covered by this requisition include software to run the automated cabinetry, robotics and label printing devices. All software and hardware must be able to interface with RPMS. Software stores information relating to prescription number, date of filling, instructions for use, prescription number, auxillary counseling statements, picture of color, size, shape and marking indentification of medication, lot number, expiration date, prescriber, pharmacists filling the order, and remaining refills. The equipment also batches prescriptions by patient under specified categories (i.e., Will Call, Refill, Mail, Jail, etc.), and the sytem will also record each patient or proxy's signatures (upon picking up their medications) and store these signatures for up to 7 years. The equipment will have the capability of preparing medication prepacks. This system will be capable of working with an automated refill request phone system that will be able to integrate with our RPMS system. Maintenance and repair of broken equipment is covered under this requisition. Maintenance may be either scheduled or based on emergency occurrence and are fully covered under terms of the requisition. System Requirements: Prescription Dispensing Control Station - The system must have a compact, interactive device for manually dispensing medications. The countertop unit should integrate a touchscreen monitor, labeling device, and barcode scanner to provide workflow control and dispensing accuracy. - The dispensing control station must interface with the Workflow System to display on-screen prescription status lists and to automate the collation of patient prescriptions. - The dispensing control station must present prescription labels after verifying that the correct drug has been scanned, ensuring labeling accuracy. If a prescription label is not accepted by the user within a specified time period, the label must be automatically disposed of by the dispensing control station. - The system must be able to automatically print up to five drug auxiliary labels directly on to the prescription label. - The system must allow the pharmacy to utilize a consistent platform for prescription verification via barcode access to a comprehensive drug database containing drug images and descriptions. - Electrical Input: 120 VAC - 10%, 50/60 Hz, 2.5 AMP, 1 Phase Outlet located within 5 feet (1.5m) of power connection. [North American specs. International specs available upon request.] - Barcode Scanner: Class II Laser Product. - Three keyboard options available: Small (standard, in tray), Full Size (on countertop), and Full Size Ergonomic (on countertop). Prescription Management Checkpoint - The system must have interactive prescription verification, tracking, and management device that controls the entire dispensing process. - Managers and supervisors must be able to access local as well as remote pharmacy operations, and view the status of prescriptions in process. - Workload and workflow must be able to be managed on-screen in real time. - Used at the point of dispensing, the prescription management checkpoint must provide paperless prescription tracking for each patient. - Electrical Input: 120 VAC - 10%, 50/60 Hz, 1.5 AMP, 1 Phase Outlet located within 5 feet (1.5m) of power connection. [North American specs. International specs available upon request.] - Bar Code Scanner: Class II Laser Product. - Three keyboard options available: Small (standard, in tray), Full Size (on countertop), and Full Size Ergonomic (on countertop). Electronic Signature Capture- Electronic Signature Device - The electronic signature device must interface with the Workflow System to electronically capture a patient's signature regarding the counseling decision and third party insurance message acceptance. - The electronic signature device must allow the pharmacy to record and recall who signed for a prescription and when it was picked up. - The electronic signature device must prompt, "Would you like counseling on any of your prescriptions?" The answer and accompanying signature must be able to be recorded electronically, replacing paper logs. - The electronic signature device must support HIPAA form acknowledgement and pharmacy-customized forms. - Electrical Input: 100-120 VAC, 47/63 Hz, 0.4 A, 1 Phase. [North American specs. International specs available upon request.] Patient Notice Board - The notice board must offer patient notification when prescriptions are ready for pickup, thereby reducing questions to pharmacy staff about prescription status. - The final step of the prescription filling process must be able to trigger the Notice Board to display the patient's name, or partial name, depending on the pharmacy's choice. - The notice board must provide display information that is configurable to meet pharmacy preference and HIPAA requirements. Display also must be able to support pharmacy messages. - Electrical Input: A) Notice Board: 100-240 Volts, 2 AMPs, 50/60 Hz, 1 Phase; B) Computer: 100-127 Volts, 1 AMP, 50/60 Hz, 1 Phase. [North American specs. International specs available upon request.] - Board will include all mounting hardware. Vendor Will Provide: - Site planning, including site visit. - Delivery and installation. - On-site training for pharmacy staff. - 24-hour per day, 7-day per week support via toll-free number and modem. - All customer support, routine maintenance, and software updates and upgrades for flat monthly fee. PERIOD OF PERFORMANCE: Performance of the contract(s) shall be from October 1, 2011 through September 30, 2012, plus four (4) one-year options. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where federally funded children's services are provided. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE: The person identified below is herby designated as the Contracting Officer's Technical Representative (COTR) for this contract. The COTR shall be responsible for : (1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. COTR: William Lafferty Rosebud Service Unit PO Box 400 Rosebud, SD 57570 INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its original invoice to the Aberdeen Area Indian Health Service, Financial Management branch, 115 4th Avenue SE, Aberdeen SD 57401 and a copy to the COTR at the Rosebud Service Unit listed above. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address; (2) Contract Number (entire contract number must be included); (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. The Aberdeen Area Financial Management Branch, 115 4th Avenue SE, Aberdeen, SD 57401, shall make payment. Attached are the Federal Acquisition Regulations (FAR) & Health & Human Services Acquisition Regulation (HHSAR) clauses that are applicable including below. FAR 52.212-1 Instructions to Offerors-Commercial Items (June 2008). Quotes shall be submitted on company letterhead stationery. Signed and dated. And it shall include: 1. Solicitation number 2. Closing Date: August 19, 2011 at 10:00 am CST 3. Name, address and telephone number of company and email address of contact person. 4. Technical description of the item/service being offered in sufficient detail to evaluate compliance with the requirements of the solicitation. This may include product literature, or other documents, if necessary 5. Terms of any express warranty 6. Price and any discount terms 7. "Remit to" address, if different from mailing address 8. A completed copy of the representations and certifications at FAR 52.212-3 9. Acknowledgment of Solicitation Amendments (if any issued) 10. Past performance information, when included as a "best value" factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information). 11. Completed and signed SF-33. FAR 52.212-2, Evaluation-Commercial Items (January 1999). The provision at 52.212-2 applies to this acquisition and is provided in full text. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and the following "best value" factors considered. (1) Past Performance - the government reserves the right to conduct their own investigation other than the contractors provided list. (2) Ability to meet the requirements in the statement of work. (3) Responsiveness to requirement. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the options(s). (c) A written notice of award of acceptance or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2011). See attachment for full text and instructions for completion. FAR 52.212-4, Contract Terms and Conditions-Commercial Items (June 2010), applies to this acquisition and is incorporated by reference. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 2011). See attachment for full text. Submit quote to: Aberdeen Area Indian Health Service Attn: Courtney Davis, Contract Specialist 115 4th Ave. SE, Room 309 Aberdeen, SD 57401 Or fax to +1 (555) 000-0000 or email contact@example.gov Contractor must be registered with the Central Contractor Registration. The website to register at is www.ccr.gov. No contract award shall be made to any vendor listed on the OIG Exclusion List at http://exclusions.oig.hhs.gov throughout the duration of the contract. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFP. In addition, it must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt by the Government.