SUNY Upstate Medical University intends to contract for a Retail Pharmacy System.
One vendor must be able to provide all equipment and services needed for a Retail Pharmacy Management System (PMS). This includes hardware, software, switch services, third party reconciliation services, 340B real time inventory management, and a drug rebate program. These services are needed for five (5) locations, to include one Central Fill location. System must be scalable up to five (5) additional locations for possible expansion.
Minimum Qualifications below:
Must be eligible to do business with New York State.
Vendor must be in business five (5) years or more.
Vendor must have two (2) referenceable implementations, not including SUNY Upstate. One reference must be from a hospital customer currently using Epic as an EMR.
Equipment/Software Requirements:
Workstations, printers, and scanners to support all dispensing, inventory, and point-of-sale (POS) pharmacy management functions.
Point of Sale (POS) registers and cash drawers to support patient payment and purchases with remote dispense abilities.
Enterprise Server required to integrate both the Outpatient Pharmacy and the Specialty Pharmacy.
Central Fill Pharmacy system fully integrated with all pharmacy locations to handle at least 1,000 scripts filled in an eight-hour shift with sorting based on pharmacy location for patient pickup.
Remote Access Server to support easy access of PMS
Production, nightly backup, and test environment servers to support all Pharmacy Management functionality.
Must provide vial robotics.
Interactive Voice Response (IVR) software to support incoming patient telephone prescription refill orders and refill status.
Software to support Meds to Beds services with mobile POS for processing transactions, including credit card processing. The mobile devices connect to the pharmacy system via a cellular network and are able to collect and save electronic signatures confirming patient receipt of prescriptions and process credit card transactions.
Mobile sale module equipment that supports apple mobile device or similar.
Language Translation Module to provide accurate and consistent translation and printing of prescription label, prescription paperwork, and auxiliary warning documentation from English into Spanish
Integrated/interfaced pouch packaging/blistercard packaging/robot : must include Parata ATP/TCGRx series.
Must beable to interface with existing SP100 and SP200 robots
Must be able to supply vial dispensing robots.
Verification system for patient’s insurance eligibility; Medicare and private insurances –
Has system to track partial fill follow ups so when medication arrives at pharmacy the system will fill balance of prescription.
Prescription filling and verification system with bar codes and scanning
Encryption of all pharmacy data.
Business Continuity and Disaster Recovery architecture and implementation with bi-annual testing or as required for specialty pharmacy accreditation.
Service Requirements:
Must provide 24/7 support 365 days per year
Must provide access to a 3rd Party Switch services accepting E voucher payments
Must provide integrated/interfaced third-party reconciliation capabilities
Using Omnisys, or similar, must allow for Medicare Part B billing electronically with secondary automatic pass-through
Must have integrated system for Prior Authorizations with Coveror similar
Must be able to load Payment Card Industry (PCI) compliant credit card information from remote, web-based locations, outside of the pharmacy and point-of-sale stations
Must have the capabilities to build multiple virtual inventory centers within each pharmacy location such as 340B, wholesale, Retail, wholesale acquisition cost (WAC)
Must have integrated 340B Rx eligibility validation for claims without using an outside Third-Party Administrator (TPA)
Must be able to integrate/interface with ScripTalk or similar speakable prescription labels
Must have the ability to text patients regarding, refills, pickup, shipping with tracking information
Must integrate with overnight shipping services with documentation with tracking numbers
Must have the ability to create patient charge accounts with monthly billing statements and track payments
Will Call patient management for each pharmacy.
Must include ongoing support and services that will require a multi-year agreement subject to approval by the New York State Attorney General and the New York State Office of the State Comptroller.
Networking Requirements:
Network hardware (i.e. network switches and network firewalls) to interconnect all pharmacy locations.
Complete network management for all installed network hardware.
Complete end-to-end security management software.
Regulatory Requirements: Vendors must provide information on how their software tool complies with the following requirements:
NIST SP 800-53: Security and privacy controls for federal information systems.
NIST Cybersecurity Framework (CSF): Provides a comprehensive framework for management cybersecurity risks.
Compliance with HIPAA is essential.
PCI DSS: Required for systems handling payment card information.
SSDF (Secure Software Development Framework) from NIST.
DevSecOps to integrate security throughout the software lifecycle.
AES-256 for data encryption.
TLS 1.2 or greater for secure communications.
Certificates like ISO, SOC, or HITRUST demonstrate compliance with recognized standards.
Integration/Interface Requirements:
Parata Systems/ATP/TCGRx adherence packaging solution Data Interface
EMR interface to send and receive Electronic Medical Record (EMR) messages that update data in both Pharmacy Management System and Upstate’s Epic EMR system
Epic communication with ADT feeds and 2-way eRX prescription data to bypass Surescripts
Integration/interface with ScripTalk Rx labels
Must accept Medicare Part B reconciliation – accept all Medicare 835 files.
Must accept all CVS/Caremark and Express Scripts 835 files.
Must be able to supply daily financial reconciliation reports.
Integrated POS must accept daily sales feeds from PMS.
Must have financial reporting system based on date ranges for sales, payments, write off and patient copay cost.
Must be able to provide a health system inpatient manufacture drug rebate program for eligible drug dispensing. The rebate must be paid monthly to the health system.
Inventory Requirements:
Scanning of inventory replenish, direct replenishment.
340B blacklist meds if needed.
340B management package to support 340B prescription processing and inventory.
Wholesaler EDI feeds, Cardinal, Mckesson, Amerisource
Must have an automated system to offer generic drug selection from a drug wholesaler based on best cost.
General/Miscellaneous Requirements:
Ability to create patient group types for reporting and sorting workflow.
Color codes Rx’s for type of service: Meds-To-Beds, Patient pick up, mail.
Document management to store and retrieve all script and patient level documents.
We must have the ability to build non-electronic billing accounts with monthly statements to payor.
Must have the ability to add users and adjust security.
Automated Updates. Must provide automated updates of all software, including third party software, drug information, and other tables required to operate the system.
This procurement is subject to NYS Finance Law §139 j&k, AKA the Lobbying Law. Therefore, vendors are cautioned that the only permissible contact for this procurement is the individual listed below. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of New York State Finance Law. Failure to comply with this requirement can range from no contract award to debarment from sales to any NYS Agency.
Any interested, qualified vendor must submit a letter stating its eligibility to meet all of the minimum qualifications without any exceptions or substitutions. Letter should be no more than six (6) pages describing its proficiency and experience in fulfilling the Minimum Qualifications. The document must be submitted via email to
contact@example.gov or
contact@example.gov prior to the expiration of this advertisement.
Service-Disabled Veteran-Owned Set Aside: No
Minority Owned Sub-Contracting Goal: 0% Women Owned Sub-Contracting Goal: 0% Service-Disabled Veteran-Owned Business Contracting Goal: 0% Disadvantaged Owned Sub-Contracting Goal: 0%
Due date:03/12/2025 10:00 AM
Contract term: Five Years with five year renewal option
County(ies): All NYS counties
Location: SUNY Upstate Medical University, 750 East Adams Street, Syracuse, NY 13210 and related locations and/or 4900 Broad Rd, Syracuse, NY 13215 and related locations Business entities awarded an identical or substantially similar procurement contract within the past five years: ScriptPro USA Inc.
