Inactive

B.4 STATEMENT OF WORK DESCRIPTION OF SUPPLIES OR SERVICES AND PRICES/COSTS 1. A wall-to-wall inventory, to include items and areas, as follows: (a) The Contractor shall: i) Provide the inventories in ... B.4 STATEMENT OF WORK DESCRIPTION OF SUPPLIES OR SERVICES AND PRICES/COSTS 1. A wall-to-wall inventory, to include items and areas, as follows: (a) The Contractor shall: i) Provide the inventories in a cost effective manner using efficient inventory measurement techniques ii) Have the ability to provide instant snapshots and on-demand inventory of each designated section once completed. iii) At the close of inventory day, the Contractor must provide a summary of all inventoried sections, with CD and Excel report to follow within 7 business days iv) Communicate with local points of contact from each site via email 7 working days prior to arriving at site and providing a contact number for inventory staff to facilitate any last minute changes. v) Use Scanners: State of the art equipment and technology designed to ensure efficiency, accuracy and detail will be required. This includes proprietary hand-held technology (Mobile Scanning Devices) capable of moving quickly to report inventory progress in real-time. Offeror must be able to ensure validation of accurate inventories and data collection such as scanning barcodes of drug bottles on the shelves and unit dose packaging, for NDC, UPC, and Mckesson (Prime Vendor) numbers. Scanners and or computer software must be capable of downloading the VA pricing files containing the same information matching the Prime Vendor, Mckesson for NDC, UPC, and Mckesson numbers, correct pricing, drug description, package size, quantity, and product name. Scanners must have the capability to manually override pricing associated with these numbers in order to capture cost data from direct purchase products and medications. Scanners must be capable of utilizing Visual Count Technology which enables monitoring of inventory status and data from any web browser or internet connection during time of inventory. There is no VA sensitive data (PHI/PII) or access to VA systems required. (b) Contractor shall have a mechanism to mark/tag each area that is to be inventoried, with markers placed at the beginning and end of each section to be counted. An initial of the person counting the section, should be placed on the marker at the end of the section that has been counted. This prevents duplication of completed sections when more than one person is working within the same section. (c) Items in the Inpatient Pharmacies shall be counted, including items in dispensing equipment, including any special Nursing Home pharmacies, if any. This includes ATC or OS-PAC/Talyst unit dose or other such dispensing machines. The Pharmacy department shall provide the contractor with the data from the dispensing machines so the data can be included within the required reports. (d) Items in the Outpatient Pharmacies shall be counted, including items in dispensing machines such as Baker APS machines, ScriptPro, Optifill, PharmaPack etc. The Pharmacy department shall provide the contractor with the data from the dispensing machines so the data can be included within the required reports. (e) Bulk Intravenous solutions SHALL BE counted accurately, with items being counted based on the total package size of the item and not counted as single items. The contractor shall be provided the pricing data by the Pharmacy department so the data can be included within the required reports. (f) Opened bottles of medication other than what is used for compounding must be opened and estimated correctly to the nearest tenth (10th) of a bottle. (g) Contractor will be supplied current cost information from the VA facility in an Excel (or comparable) format. The contractor must use this to determine the replacement cost of the inventory. If the product is purchased direct by the facility, the POC must supply the most recent cost. This inventory must be carefully reviewed to eliminate errors. A preliminary report will be viewed prior to the completion of inventory and any and all corrections must be made prior to the contractor leaving the premises. A random check of at least 25 items per section must be done to ensure that the inventory was completely accurate and provided immediately to local pharmacy staff. VA personnel will conduct a spot check of items to ensure compliance to accuracy. A Section by Section inventory sheet must be printed out by the Contractor after scanning each section for Pharmacy staff to review for accuracy and correctness. (h) The contractor must provide accurate reports and data with no more than a one percent error rate. (Price, package size, quantity, and product name) Verification of counts and designated areas inspected by VA staff will be checked and verified with the contractor the day of inventory performed and any corrections made prior to contractor leaving the facility. If it is determined that there is greater than a one percent error rate in the entire inventory for each assigned facility, the offerer must either return to re-do the inventory within a two week period or pay a 20% penalty for the inventory charge for that facility. (i) Unit dose PRE-PACKED items SHALL be counted utilizing NDC, UPC, and McKesson numbers. (these are individual doses or small strip-packages of individual doses). (j) Items in the Emergency Pharmaceutical Cache SHALL NOT be counted. (k) Non-McKesson Direct Purchases and Prosthetic items in unopened containers with a cost over $100.00 SHALL BE counted and the pricing data shall be provided by the respective facility. Items in question could be located in either the Inpatient or Outpatient Pharmacy locations only. Contractor shall be able to manually override or add price information utilizing NDC, UPC, and McKesson information. In the case of supply items, where there is no McKesson date, NDC, and/or UPC, Contractor must be able to manually add both description of product and pricing to the inventory list. This must be completed BEFORE leaving the site, and included on the list left with VA Pharmacy personnel on the day of inventory. (l) Controlled substances shall be counted by the Pharmacy personnel only. However, the contractor shall be provided the data (Drug name, NDC, Item Number, pack size, inventory count) by the Pharmacy department so the data can be included within the required reports. (m) Contractor shall provide a sufficient number of inventory specialists to complete each facility inventory within an 8-hour business day. Staffing calculations shall be based on size / complexity of each facility and the dollar amount of total inventory for each site. All assigned Staff must show up on time based on the scheduled time of each facility. The complete inventory of all sections of a site must be completed within one business day. This includes the time taken to review section lists, make any corrections, and print final reports. A business day is defined as an 8 hour period of time to start no earlier than 6:00 am and generally end no later than 5:00 pm, preferred start and end times are listed for each site in ATTACHMENT 3. Once the schedule is approved and included in the award document it is normally not possible for the VA to accommodate any changes to the schedule as our staffing requirements have already been finalized. (n) Contractor shall provide a database with the correct NDC, UPC and McKesson number drug format which matches the prime vendor s (McKesson) drug database, which in turn links pharmacy drug inventory to the correct VA contract pricing. It is expected that prices in this database shall be current and accurate. The Contractor shall furnish scanning devices, preloaded with current, accurate price data, as of December 2020 (preferably between 12/15/20 and 12/31/20), from the prime vendor (McKesson) data base prior to arrival. (o) Contractor provides a mechanism for whole quantity counts per unit, instead of the tenths required by the VA handbook, on partial bottle for higher costing drugs (e.g, chemotherapy, AIDS drugs), over $5.00 per unit, thus providing a more accurate inventory total. (p) Contractor shall provide a detailed inventory by section (e.g., outpatient, inpatient, etc.), once the section has been completed. All reports shall be reviewed by the contractor and a pharmacy staff person for each counter, to insure accuracy of inventory. Any recounts or extra printouts can be requested for review by VA personnel. (q) Close-out, balancing, wrap-up: shall verify that all recounts have been done and all adjustments have been completed, before the Contractor leaves within the 8 hour work day. Pharmacy staff shall check all inventory locations and verify visually that every area has been counted and inventory tags/markers have been removed. (r) The Contractor and the Contractor s personnel shall adhere to all VA Security, Privacy and Health Insurance Portability and Accountability Act (HIPAA) requirements. No later than five (5) work days prior to beginning performance the Contractor shall submit the list of the names of all employees who will perform the inventory at all locations to the Contracting Officer. The Offeror shall provide sufficient evidence to support the qualifications of the personnel anticipated to provide services. Contractor employees shall be citizens of the United States, performing work in the 48 contiguous states, and have had appropriate inventory training experience, supported by Certificated or Resumes, presented as part of the Contract package. The contractor who is awarded the contract must provide proof of liability insurance; workers compensation insurance and these documents must be submitted prior to award. Employees shall have passed a recent drug-screening test. There is no VA sensitive data (PHI/PII) or access to VA systems required. (s) The Contractor shall be bonded and insured. 2. Reporting Results: A preliminary report, separated out by section, for each pharmacy inventoried (total #3) shall be left onsite at the completion of the inventory, with the final report being supplied within at least seven (7) business days of the inventory. Each report shall contain all items inventoried with the following data: Item name (name & strength, i.e., Ativan 1mg/1ml), package description (ml, bottle, tab), NDC and UPC/UPN, total quantity, current package price, package size, and total replacement cost per item, and total replacement cost of all items. (Upon completion, preferably there will be available 1) a single document that merges all inventoried sections into a single report with one line per item and 2) a document that subtotals the inventory for each section of the pharmacy. If this report is not available on the day the inventory is completed, it should be provided within seven [7] days.) The report must be provided in a format that is compatible with or easily transferable to Microsoft Excel (Microsoft office 2010 or greater version). The reports shall be on CD or sent as an e-mail attachment to the Chief of Pharmacy Services and local pharmacy point of contact (see site preferences) 3. The VA facility will be responsible for: (1) Having knowledgeable person(s) available during the inventory to answer questions, assist with data that may be necessary to complete the inventory of non-prime vendor items, to assist with printing the final inventory report on site, and for a general review of the final report. (2) Providing inventories of items in automated dispensing machines and controlled substances, as outlined above, so that these inventories can be added by the vendor to the final counts. 4. The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Location of performance VA Medical Center 921 NE 13th. St. Oklahoma City, OK 73104-5007 IMPORTANTR NOTE: This RFI (Request for Information) is for information only; no award will be made from this RFI. Please communicate via e-mail to Mitchael.Purdom@va.gov by COB Feb 4, 2021 as to your company s ability to perform service per this brief Scope of Work. If interested please provide the following: Please state your company s business size Please provide DUNS number If you have a FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable