Lease and Support for Pharmacy Equipment

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 246-18-Q-0061 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 2005-99-1. This acquisition is full and open. The NAIC code is 532490 and the small business size standard is $33.5M. The FOB point is Lawton Indian Hospital, 1515 Lawrie Tatum Road, Lawton, Oklahoma 73501. 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 Organizaton 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 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, 4:00 p.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 e-mail cindi.rattler@ihs.gov STATEMENT OF WORK - Highly Automated, Completely Walk-away Will-call system for the safe and accurate dispensing of patient medications for the Lawton Indian Hospital 1515 Lawrie Tatum Road, Lawton, Oklahoma 73507. Introduction The Lawton Indian Hospital 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 store medications in specific, verifiable and consistent manner 4) -Shall verify that no two patients prescription are accidentally bundled together 5) -Shall validate the correct patient, decrease retrieval times and picking error 6) -Shall record all instances of user interface for tracking purposes 7) -Shall employ the use of wireless Radio Frequency Identification (RFID) 8) -Shall contain lockable electronic cabinets for prescriptions 9) -Shall be HIPAA compliant 10) -Shall have an interface with the IHS pharmacy management system (RPMS) for outpatient pharmacy orders 11) - Shall provide real-time & immediate feedback for correct and incorrect retrieval of prescriptions 12) - Shall provide real-time & immediate accountability of access to the medications stored in the lockable cabinets 13) - 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) 14) - Limit user access based on "role" authority 15) - Shall employ RFID embedded basket that can be associated from a remote filling sight 16) - Shall require a clerk to physically enter a mandatory 2nd patient identifier. 17) - Shall have the ability to require a mandatory pharmacist dispense on a configurable list of high alert medications. 18) - Shall interface to a signature capture device and automatically populate said device without a further requirement to scan prescription number barcode(s). 19) - Shall immediately & automatically remove prescriptions from the system database when a prescriptions is marked non-compliant and retrieved from lockable cabinet. 20) - Shall leverage the use of RFID to allow for multiple users to use the system simultaneously. 21) - Shall have the ability to identify the location of any drug within the system and provide for accountability for access. 22) - Shall have "built-in" redundancy in system components 23) - Ability to obtain approval to operate system on Indian Health Service IT network. 24) - Shall meet Indian Health Service criteria for storage of controlled drug filled prescriptions. 25) - Shall provide signature capture functionality without requiring a secondary scan of the prescription to populate and active the signature capture pads. 26) - 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) 27) - Shall support the automatic printing of required medical guides when prescriptions are dispensed to patients. 28) - 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 The monthly lease payment is all inclusive for the maintenance support and equipment. 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 Lawton Indian Hospital Base Year - September 1, 2018 - August 31, 2019 Lease Year 1: 12 months x $_______ = $________ Option Year 1 - September 1, 2019 - August 31, 2020 Lease Year 2: 12 months x $_______ = $________ Option Year 2 - September 1, 2020 - August 31, 2021 Lease Year 3: 12 months x $_______ = $________ Option Year 3 - September 1, 2021 - August 31, 2022 Lease Year 4: 12 months x $_______ = $________ Option Year 4 - September 1, 2022 - August 31, 2023 Lease Year 5: 12 months x $_______ = $________ NOTE: Please include auto-notifying messages, estimated 24,000 each year, base year and all option years.