Inactive

DEPARTMENT OF VETERANS AFFAIRS STATEMENT OF WORK Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing ScriptPro Server Upgrade and In... DEPARTMENT OF VETERANS AFFAIRS STATEMENT OF WORK Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing ScriptPro Server Upgrade and Installation of Kiosks. These are for the Lebanon VA Medical Center in Lebanon, PA 17042. Responses to this Sources Sought Notice should demonstrate the firm's ability, capability, and responsibility to provide the principal components of supplies listed in the attached document. Responses should include the following information: Verify that the business is under 532490 of the North American Industry Classification System (NAICS), Verification of Size Standard under the NAICS, Business name, address, Point-of-Contact, if in possession of a Federal Supply Schedule contract, and if the business has verification as a Service Disabled Veteran Owned Small Business or Veteran Owned Small Business. All information is to be submitted via e-mail at Daniel.Johnson44@va.gov. Information provided will not be returned. All responses shall be in the English Language. Responses are due by 12:00 P.M. (EST) on Tuesday, May 14, 2019. No submissions will be accepted after this date and time. Questions can be submitted electronically to Daniel.Johnson44@va.gov. This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. This notice does not constitute a formal Request for Quote (RFQ), nor is the government obligated to issue an RFQ. In addition, the Government does not intend to pay for any information provided under this notice. The Government is not obligated to notify respondents of the results of this survey. STATEMENT OF WORK Lebanon VA Medical Center 1.0 SCOPE OF WORK: The Lebanon Veterans Affairs Medical Center (VAMC) has a requirement for pharmacy to install a new ScriptPro Pharmacy Services Portal (PSP) Ticketing Kiosk System, ScriptPro Pharmacy Printing Interface and Printers, and ScriptPro Outpatient Inventory Management System (SIM) with recurrent service support. Contract shall be a firm fixed price contract. 2.0 BACKGROUND: Lebanon VAMC requires the installation of a new ScriptPro Pharmacy Services Portal (PSP) Ticketing Kiosk, Notice Board, Window Display and software; ScriptPro Pharmacy Printing Interface and Printers, and ScriptPro Outpatient Inventory Management System (SIM). This system will work in conjunction with ScriptPro s SP Central Pharmacy Management, Workflow, and Telepharmacy Systems to process prescriptions from point of entry to point of sale. Replace Server and move to secured biomedical equipment facility ScriptPro s Pharmacy Printing Interface works together with VistaA to capture the prescription information into ScriptPro. The ScriptPro workflow screens drive the batching of all prescriptions for the patient and prints the paperwork and the medication guides. Prescriptions and medication guides are automatically collated and batched to print per patient. ScriptPro s Pharmacy Services Portal is a hardware and software solution that provides self-service patient pharmacy services, ticket queuing and patient/prescription integration. The system checks the patients into the pharmacy and notifies the staff of the patient s check-in. A ticket is printed for the patient and calls the patient to the pickup window. The kiosk checks in the patient and prints a ticket. The Notice board greets the patient and displays what tickets are currently being processed. Window displays are mounted at each counseling window to display which ticket is currently being served at that window. Complete reporting functionality is included to track number of tickets issues, number of customers served, wait times, transaction times, etc. ScriptPro s Pharmacy Outpatient Inventory Management System (SIM) is a solution that provides real-time inventory tracking, order generation, electronic transmission, and inventory receiving. Inventory is allocated based on pending prescriptions and only decrements inventory when prescriptions are filled. Medications are automatically placed on order when the available quantity is below predetermined threshold. This system will maintain appropriate stock levels, reduce overages/outages while eliminating the manual walking and scanning shelves to create an order. GENERAL TASK REQUIREMENTS The contractor shall provide all labor, equipment, tools, materials, supervisor and other items necessary to deliver and install the workstations. Installation: Present server shall be moved, upgraded and installed into the biomedical equipment area in Building 136. Windows software will be upgraded to Windows 10 Server software will be upgraded to SQL 2014 Kiosk, notice board, and window displays will be installed in the Bldg. 17 Pharmacy Waiting Room, Counseling area, and Outpatient Pharmacy Printers shall be installed in the Bldg. 17 outpatient pharmacy SP Datapoint shall be installed in the outpatient pharmacy Smartcard scanners will be installed on all ScriptPro datapoints and checkpoints. SIM, PSP and printer modules will be installed and configured. Installation, testing, training and any restoration of any issues shall take place and be completed within 90 days of contract award date in the following phases. Billing may occur after each phase is complete. Phase I Installation of new server in IT building and migration of existing database and configuration to new server. Upgrade existing workstations to Windows 10. Test and fix any configuration errors. Duration: 1 week. Two weeks between Phase 1 and Phase 2 Phase II Installation and implementation of ScriptPro Rx Paperwork Printer module. Test, train and fix any configuration issues. Duration: 1 week. Two weeks between Phase 2 and Phase 3 Phase III Installation and implementation of ScriptPro Pharmacy Services Portal (PSP). Test, train and fix any configuration issues. Duration: 1 week Two weeks between Phase 3 and Phase 4 Phase IV Installation and implementation of ScriptPro Inventory Management System (SIM). Test, train and fix any configuration issues. Duration: 3 weeks. All equipment shall be new and not refurbished. The following are required for the system: Kiosk Kiosk Stand Notice Board Window Display Pharmacy Services Portal Module 19 Smart Card Scanners Printing Interface Module Six Barcode Cards Six Printers InventoryManagement Module 1 ScriptPro DataPoint The existing ScriptPro software shall be configured to work with the current Lebanon VA ScriptPro configuration and the Pharmacy Services Portal, Pharmacy Printer Interface and the Pharmacy Outpatient Inventory Mangement System Specifications- ScriptPro Rx Paperwork Printer module Pharmacy system must send all applicable data for SP Central Workflow to print the Rx Paperwork module. Multiple paper trays with capacity of 550 sheets each and option to have different type of paper in each drawer and the ability to print single and duplex print jobs. Must support Lexmark MS810DTN laser printer, up to 55 ppm or 33 ppm duplex. Must be capable of 250,000 pages per month Must be capable of print medication education guides. Must be able to switch print jobs to different printers. Specifications-Pharmacy Services Portal (PSP): Kiosk must be mounted on a stand at standing-person height and include a touch screen monitor. Ticket paper must be thermal paper. Kiosk must be configurable for patients to choose the applicable visit type as configured by Lebanon VA Pharmacy. Software must allow and be configured for various patient/ticket queues such as no-show, prescription pending, etc. Module must have ability to scan VA patient ID card. This information must be visible on pharmacist check-in screens. Module must supply reports to show number of patients checked in, wait times in minutes, hours, and average times. Specifications-ScriptPro Inventory Management System (SIM) SIM and SP central workflow must operate on the SP Central Expanded Server which is to be configured to run SIM and SP Central applications on the Primary Server and backup processes on the secondary server. Rackmount and desktop assemblies must be supported. SIM must allow for integration with prime vendor bar code labels or be able to print ScriptPro bar code labels. SIM must allow for bar code scanning of medications. Software must show all products with inventory counts and allow for addition or deletion of products. Software must automatically increase or decrease inventory counts based on quantity scanned. Software must alert staff to medications with quantity below par level. SIM must integrate with VA prime vendor to automatically produce daily order. Data Migration: ScriptPro technician must ensure all Lebanon VA medication information is set up properly and Lebanon VA workflow is accounted for in setup. Data migration must occur at a mutually agreed upon time to ensure no interruption in patient care. Training: Training shall be provided by the ScriptPro Technician. Training shall be scheduled within an 8-hour day with times specified by the COR. Test and Acceptance: Contractor must test all equipment after installation. The government shall accept equipment once installation and successful testing has been completed and approved. Warranty/Service Contract: All equipment and materials shall come with a standard one-year warranty. Warranty shall begin after installation of equipment and completion of tests. All hardware will be installed and operational in accordance with manufacturer s specifications and VA IT requirements. CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for the following: Assign a Project Manager upon award of contract. The Project Manager shall develop a project schedule and implementation plan. Contractor shall provide qualified and VA credentialed personnel to perform the installation of the items as noted in this SOW. Contractor shall schedule and coordinate the installation in agreement with the customer. The Contractor shall complete the install and configure all elements of the new system within the following hours: 8:00 AM and 4:00 PM, Monday thru Friday (no government holidays). Contractor shall be responsible for all system/software testing after installation and prior to government acceptance. Contractor is responsible for onsite training for approximately 3 days/project. Training times shall be coordinated with COR. Contractor is responsible to ensure all equipment to be installed meets VA standards. Contractor is responsible for ensuring the proper disposal of all debris generated from installation activities. Contractor is responsible for securing all materials, equipment and tools while on government property or in government facility. Government is not liable for any lost or stolen items that are not properly secured. Contractors coming on station or working remotely will be required to take the VA Privacy and Information Security Awareness Program and the Privacy and HIPAA Training. Completed training certificates should be maintained by the COTR of this contract for audit purposes. Appropriate fingerprinting and background investigation is required. Contractor must comply with regulations as outlined in the Interconnection Security Agreement and Memorandum of Understanding dated 1/16/19. The vendor shall comply with the following VA Handbooks: VA Handbook 6500: Information Security Program VA Handbook 6550: Pre-Procurement Assessment for Medical Devices GOVERNMENT RESPONSIBILITIES: The Government shall provide the following: The authorized COR, will assume responsibility for the installation and performance of all other equipment and work necessary for completion of this project: Provide site access and escorts to the customer's location to where the equipment is located. Provide adequate space for the work to be performed. Provide the contractor with contact information and the necessary authorization to coordinate connectivity issues with applicable U.S. Government POC's. 6.0 CONTRACT ADMINISTRATION: Veterans Administration Medical Center Lebanon contracting office is responsible for the sole administration for this contract. 6.1 Contract Administrator: Contract administrator shall be designated at time of contract award. 6.2 The Contracting Officer Representative (COR) will be identified by separate letter. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing clarification to the contractor, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment. 6.3 The COR does not have the authority to alter the contractor's obligation under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Scope of Work, the Contracting Officer shall issue such changes. 7.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) 7.1 The services, although not directly supervised, shall be reviewed by the Department of Veterans Affairs staff to ensure contract compliance. The contractor's performance will be evaluated in accordance with FAR 42.15. Contract monitoring reports will be prepared by the Contracting Officer's Representative (COR) and maintained in the contract file. In accordance with FAR 42.1502 and 42.1503, agencies shall prepare an evaluation of contractor performance and submit it to the Contractor Performance Assessment Reporting System (CPARS). The VAMC utilizes the Department of Defense (DOD) web-based Contractor Performance Assessment Reporting System (CPARS) to provide contractor performance evaluations. The contractor shall provide and maintain a current e-mail from the Focal Point thru the following website address webptsmh@navy.mil when the contractor is registered in CPARS. The contractor must be registered to access and review its evaluation and/or provide a response. 8.0 RECORDS MANAGEMENT LANGUAGE 8.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 8.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 8.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 8.4 The Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230. 8.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the Department of Veterans Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the firm-fixed price contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 8.6 The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and the Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 8.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with the Department of Veterans Affairs policy. 8.8 The Contractor shall not create or maintain any records containing any non-public, Department of Veterans Affairs information that are not specifically tied to or authorized by the contract. 8.9 The 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 from public disclosure by an exemption to the Freedom of Information Act. 8.10 The Department of Veterans Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the Department of Veterans Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 8.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take the Department of Veterans Affairs -provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. 9.0 INFORMATION SECURITY PROGRAM 9.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 9.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 9.3 VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. 9.4 SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 9.5 LIQUIDATED DAMAGES FOR DATA BREACH Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $26.00 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessar...