Q517--Virtual Pharmacy Services

Page 4 of 4 SOURCES SOUGHT NOTICE Virtual Pharmacy Services - VA Illiana Health Care System The Great Lakes Acquisition Center (GLAC), on behalf of the VA Illiana Health Care System (VAIHCS) located at 1900 E. Main Street, Danville, IL 61832, is seeking Large Business vendors that can provide a pool of pharmacists who can provide Virtual Pharmacy Services for VAIHCS. The VA intends to award a five-year contract with a period of performance commencing November 1, 2024 through October 31, 2029. The incumbent contractor is MedNovations Inc. under Contract 36C25220D0012. Background Information VAIHCS is a smaller size VA medical facility. The facility has the following number of beds available per unit: Acute Mental Health Max 23, current active 10 Long Term Care Max 90, current active 60 Med-Surgical Max 24, current active 10 Psychiatric Residential Rehabilitation Treatment Program (PRRTP) Max 41, current active 41 Statement of Work The contractor shall provide pharmacists, technical support personnel, medical and telecommunication equipment, supplies, and supervision necessary to perform and implement pharmacy services to meet the needs of the Government. The Contractor shall provide the services of an experienced pool of virtual Pharmacists who can provide virtual pharmacy services for VAIHCS. The contract shall provide professional inpatient pharmacy services to remotely complete pending inpatient orders, including those administered by the intravenous route. These services are needed during off-tour pharmacy hours when the inpatient pharmacy is closed. The pharmacist will perform remote prescription order review/order entry services for inpatient orders, as well as clinic orders. The contractor shall provide enough licensed pharmacists to verify all orders. The Contractor must be a U.S. based corporation capable of providing remote pharmacy services to be completed via a secure web-based system provided by the Contractor. - Contracted pharmacist will enter the correct dose/unit for use. Pharmacists shall provide prescription verification and appropriate clinical recommendations to referring VAIHCS nurses and physicians. Pharmacists shall be readily available for telephone consultations regarding urgent/emergent medications and clinical needs. Scripts are estimated at 6000 per year or approximately 500 per month. RESPONSIBILITIES OF VIRTUAL PHARMACISTS The specific roles and responsibilities of the virtual pharmacists include, but is not limited to the following: - Medication orders will be verified by the pharmacist(s). - The pending orders queue (PENDING/NON-VERIFIED ORDERS) for routine orders will be checked and orders processed at least once every 30 minutes and verified within 30 minutes or less from the time that the order was entered into the VA system. The contracted pharmacist must be available by phone for emergent medication needs. Emergent medication orders must be processed within 15 minutes of order entry. - The pharmacist will evaluate each order for drug-drug interactions, contraindications for recorded drug allergies, appropriate doses, and accurate directions and assure the final order will be understandable to the VAIHCS nurses administering medication. Pending medication orders not meeting standards for completeness, restrictions, lacking clinical information and those requiring consults will be clarified with the prescriber prior to processing. - Using formulary information provided by VAIHCS, the pharmacist will review pending orders and make efforts to utilize formulary agents. If efforts are not successful, the order will be processed, and follow-up actions will be taken by the facility. - Pharmacists must have knowledge of the VA Formulary and the VISTA computer system. Pharmacists must also have a working knowledge of the processing requirements for proper completion of medication orders, understand and be competent in accessing CPRS to read notes, check labs, etc., prior to completing prescriptions that have questionable doses, special needs, etc. - Contract pharmacist shall evaluate the patient s age and health status-related vulnerability to illness by assessing the patient for the following: - Drug interactions Slowed metabolism by the liver Renal function decline Altered end-organ effects Undesirable drugs for older patients - h. Contractor s employees shall sign into the system at least every 30 days to keep accounts active. SERVICE COVERAGE BUSINESS HOURS VAIHCS Inpatient Pharmacy Services are open Monday through Friday, 7:00 a.m. to 7:00 p.m. Weekend and Federal holiday hours are 7:30 a.m. to 4:00 p.m. - WORK SCHEDULE - The required hours of service are during off-tour hours when the Inpatient Pharmacy Service is closed. The Virtual Pharmacist must perform services as follows: Standard & Holiday Coverage (Central Time): 7:00 pm Monday to 7:00 am Tuesday morning 7:00 pm Tuesday to 7:00 am Wednesday morning 7:00 pm Wednesday to 7:00 am Thursday morning 7:00 pm Thursday to 7:00 am Friday morning 7:00 pm Friday to 7:30 am Saturday morning 4:00 pm Saturday to 7:30 am Sunday morning 4:00 pm Sunday to 7:00 am Monday morning Holiday coverage is for all observed Federal Holidays. If the Holiday falls on Sunday through Thursday, the work hours are from 4:00 pm to 7:00 am the next morning. If the Holiday falls on a Friday or Saturday, the work hours are from 4:00 pm to 7:30 am the next morning. FEDERAL HOLIDAYS - Contractor is required to provide services on Federal holidays. - The 11 holidays observed by the Federal Government are: New Year s Day (January 1st), Birthday of Martin Luther King Jr. (3rd Monday in January), Washington s Birthday (3rd Monday in February), Memorial Day (last Monday in May), Juneteenth National Independence Day (June 19th), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans Day (November 11), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th) and any other day specifically declared by the President of the United States to be a national holiday. QUALIFICATIONS OF PERSONNEL - - - a. Personnel assigned by the contractor to perform the services covered by this Contract shall have a full and unrestricted license in a State, Territory, or Commonwealth of the United States or the District of Columbia recognized by the National Association of Boards of Pharmacy in accordance with the regulations of the State in which the pharmacist is licensed. - - - b. Pharmacist must have at least two (2) years of clinical practice experience. - - - c. Personnel assigned by the contractor to perform the services covered by this contract shall be proficient in written and spoken English (38 USC 7402). - - - d. Contractor s assigned personnel must be computer literate as patient documentation is directly inputted in the patient s electronic medical record. Proficiency in the use of the Veterans Health Information Systems and Technology Architecture (VISTA) system and the Computerized Patient Record System (CPRS) is preferred. IMAGE AND DATA TRANSMISSION AND SECURITY - System Connectivity. The contractor shall utilize a site-to-site VPN with the Department of Veterans Affairs that has received the required approvals from the VA Enterprise Change Control Board. All required/supporting documentation including but not limited to Memorandum of Understanding and Interconnected Security Agreement shall be completed with appropriate signatures and shall be updated as changes occur. - The contractor shall provide and maintain the means for enabling and maintaining system connectivity. The contractor shall install and maintain external communication systems required for secure, VA-compliant image and data delivery to its pharmacists and shall configure, install, and maintain all remote workstation software on its pharmacists laptop, or desktop computers. Routine and recurrent preventive maintenance inspections shall be the responsibility of the contractor. The contractor shall expeditiously provide all requested information to the VAIHCS Information Security Officer (ISO), Chief, Information Manager, and the COR before contractor is able to provide services. - - The contractor shall comply with using equipment that meets VA security standards. To have remote access, contractor shall apply for and install the VA-VPN CISCO CONNECT. The contractor shall apply for network access and sign Rules of Behavior/Security Agreement. No costs for modifications/upgrades of equipment, additional equipment or software that may be required shall be incurred by the VA. - VAIHCS shall provide a point-to-point connection via T1 line or VPN access to the contractor s location. VAIHCS shall provide a firewall (for VA protection only) to the connection if needed. If a firewall is needed for the contractor side, the firewall shall be the responsibility of the contractor. - The contractor shall provide telephone numbers and contact persons to be used by VAIHCS for inquires and problem solving at the time of contract award and whenever there is a change. The contractor shall provide the names and telephone numbers of technical directors and pharmacists available for consultation. This listing shall be updated and always available. - The contractor shall secure and maintain the communications link between the contractor s facility and the VA at the contractor s expense. - - Due to the confidential nature of patient information, services that are completed within the contractor s office or home facilities (if the contractor provides services from the home) shall employ a security system adequate to maintain confidentiality. - - The connectivity/functionality shall be approved and verified by the COR, OI&T and ISO prior to acceptance. The contractor shall be responsible for any costs associated with connectivity to VA System, to include configuring the system for connectivity to the VA and/or any costs incurred on the contractor s side. - Contraction shall provide VA with all identifiable VA patient treatment records or other information in its possession, as well as any copies made within seven (7) calendar days of the completion of the contract. Upon completion of the contract, VPN software shall be removed from the contractor s equipment. All network accounts will be disabled. 5. Hardware and Software Information for Vendors The Danville uses Omnicell and Talyst for its Automated Dispensing Machine (ADM) system. The VA does not require the vendor to use a specific hardware or software brand to perform these services provided that the hardware and software is compatible with the VA. The vendor shall expeditiously provide hardware and software information to the VAIHCS Information Security Officer (ISO), Chief, Information Manager, and the COR to ensure compatibility. Microsoft Windows 10 is the Government s operating system. Potential vendors must have the following: Ability to provide an adequate number of licensed pharmacists to cover the Government s requirements. Ability to obtain a site-to-site VPN connection with the Department of Veterans Affairs. Ability to provide and maintain the means for enabling and maintaining system connectivity. Ability to install and maintain external communication systems required for secure, VA-compliant image and data delivery to its pharmacists and shall configure, install and maintain all remote workstation software at its pharmacists reading stations. Knowledge of VA Formulary, VA VISTA and the VA patient record system. Compliance with all VA information security requirements including initial and annual security awareness training and background checks for the pharmacists. Use of equipment that meets VA security standards and shall conform to all Rules of Behavior set forth by the Office of Cyber & Information Security (OCIS). Ability to apply for and install an approved VA remote access solution that allows secure access to internal VA resources in order to be granted remote access. This Sources Sought Notice is requesting for LARGE BUSINESS vendors that are interested in providing these services to submit information to the following: A briefing that addresses the following: Ability and experience providing virtual pharmacy services. Anticipated startup time required if awarded a contract. The number of pharmacists that would be required to fulfill the needs of the Government. The number of pharmacists that would potentially be presented who currently work for a VA Medical Center (i.e., moonlighters). Provide information of current or past experience at any VA Medical Center. Provide proof of current SAM registration by providing a copy of the registration from SAM Registration Verification site: (SAM.gov | Home) Provide Federal Supply Schedule Contract Number, if applicable. PRICING FOR MARKET RESEARCH PURPOSES ONLY Price Schedule: Contractor shall complete the unit price and total price in the Price Schedule below for all ordering periods. All rates shall be all-inclusive. - PRICE SCHEDULE - - YEAR 1 November 1, 2024 through October 31, 2025 - LIN - DESCRIPTION - UNIT QTY UNIT PRICE TOTAL 0001 Annual Scripts EA 6,000 0002 Pharmacists Monday - Thursday HR 2376 0003 Pharmacists Friday HR 650 0004 Pharmacists Saturday HR 806 0005 Pharmacists Sunday HR 780 0006 Pharmacists Holiday HR 165.5 - Total Year 1: YEAR 2 November 1, 2025 through October 31, 2026 - LIN - DESCRIPTION - UNIT QTY UNIT PRICE TOTAL 1001 Annual Scripts EA 6,000 1002 Pharmacists Monday - Thursday HR 2388 1003 Pharmacists Friday HR 625 1004 Pharmacists Saturday HR 821.50 1005 Pharmacists Sunday HR 780 1006 Pharmacists Holiday HR 166 - Total Year 2: YEAR 3 November 1, 2026 through October 31, 2027 - LIN - DESCRIPTION - UNIT QTY UNIT PRICE TOTAL 2001 Annual Scripts EA 6,000 2002 Pharmacists Monday - Thursday HR 2400 2003 Pharmacists Friday HR 612.50 2004 Pharmacists Saturday HR 806 2005 Pharmacists Sunday HR 795 2006 Pharmacists Holiday HR 136.50 - Total Year 3: YEAR 4 November 1, 2027 through October 31, 2028 - LIN - DESCRIPTION - UNIT QTY UNIT PRICE TOTAL 3001 Annual Scripts EA 6,000 3002 Pharmacists Monday - Thursday HR 2400 3003 Pharmacists Friday HR 625 3004 Pharmacists Saturday HR 806 3005 Pharmacists Sunday HR 780 3006 Pharmacists Holiday HR 166 - Total Year 4: - YEAR 5 November 1, 2028 through October 31, 2029 - LIN - DESCRIPTION - UNIT QTY UNIT PRICE TOTAL 4001 Annual Scripts EA 6,000 4002 Pharmacists Monday - Thursday HR 2388 4003 Pharmacists Friday HR 637.50 4004 Pharmacists Saturday HR 806 4005 Pharmacists Sunday HR 780 4006 Pharmacists Holiday HR 165.5 - Total Year 5: - TOTAL PRICE (All Ordering Periods: ______________ This is not a full-time equivalency contract. The NAICS Code for this requirement is 561320 Temporary Help Services, which has a small business size standard of $34 million. This Sources Sought Notice will be used to identify any potential vendors that would be interested and capable of providing qualified virtual pharmacists and to assist the Contracting Officer in making a set-aside determination. This notice and any responses are for market research purposes only and shall not be considered as a request for quote or as an obligation for services. The Government reserves the right to reject, in whole or in part, any vendor s input resulting from this Sources Sought Notice. No contractual arrangement will be made as a result of this announcement. All interested LARGE BUSINESSES capable of providing the required virtual pharmacist services are encouraged to respond to the Sources Sought Notice. Responses shall be submitted via email to Amy Burger at Amy.Burger@va.gov and to Antanette Shellaugh at Antanette.Shellaugh@va.gov no later than Thursday, September 26, 2024 at 12:00 p.m. Central time. The Subject Line of the email must read as follows: 36C25225Q0019 Virtual Pharmacy Services Company Name. All information should be UNCLASSIFIED or NON-PROPRIETARY.