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Q -- TPN Prep/Delivery VAPS Pharmacy RFI 9491 - Attachment

Notice Date
Notice Type
621610 — Home Health Care Services
Contracting Office
Department of Veterans Affairs;Network Contracting Office 20;8524 N Wall St;Spokane WA 99208
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Joshua G Anderson
E-Mail Address
Small Business Set-Aside
Page 3 of 9 Protein & multivitamin injections. This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Joshua Anderson at Joshaua.Anderson2@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. The intended contract period is a one-year base period plus (4) four one-year option periods. Potential contractors shall provide, at a minimum, the following information to Joshua Anderson at Joshua.Anderson2@va.gov. 1) Company name, address, point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 621610 Home Health Care Services. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $15.0 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) What types of information is needed to submit accurate offers? 4) Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concern the draft SOW below. (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft SOW. 5) How is the service, as described in the draft SOW typically priced? How could it be priced for a Government contract? 6) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. The DRAFT SOW as follows. Thank you for your participation. Statement of Work It is estimated that one or more veterans may require contract services as stated herein at any one time. The number of veterans will fluctuate during the term of the contract due to program enrollment. Some Veterans may remain with the program for the entire period of the contract and others only for a portion of such time. The Contractor will provide direct delivery to the patient(s) and provide other services as specified herein, for the Veteran s health, comfort, safety and welfare while allowing him/her to remain at home. Direct deliveries will be FOB Destination at the residence of the Veteran(s) located primarily in the State of Washington as specified at the time of the order. This does not preclude delivery to a skilled nursing facility if the Veteran is residing in a skilled nursing facility. The Contractor is responsible for the appropriate temperature controls and other care of the product(s) during delivery and assuring patient actually receives the product (i.e., product is not left on porch). VA Puget Sound Healthcare System clinical staff shall be allowed to work with one local Contractor to conduct all business. If a patient is outside Washington State or needs to travel outside Washington, the Contractor will coordinate care with other branches of their company or subcontract the work. All invoices will be generated from the local Contractor s office under the provisions of this contract regardless of where the product is delivered. The VA staff will only need to communicate with the local and primary Contractor. The patient s VA physician establishes the plan of treatment in consultation with the VA Puget Sound PIVOT (Program for I.V. Outpatient Therapy) pharmacist. The plan of treatment includes information on diagnoses, treatment including procedures and medications and precautions and limitations that affect the plan of care. The Contractor shall refer all medical and procedural questions asked by the patient to the VA Puget Sound PIVOT pharmacist. The VA Using Service will place the initial order for a new patient and will generally reorder the hyperalimentation weekly until patient is stable. Once patient is stable the reordering can be every two (2) weeks. If any adjustments in delivery are needed, the Veteran patient will contact the Contractor directly. The Contractor is responsible for assessing the patient(s) inventory of hyperalimentation on a weekly (for new patients) or a two (2) week cycle basis, and balance the patient(s) inventory of hyperalimentation through single or multiple item shipments, as required. The Contractor will notify the PIVOT pharmacist in a timely manner when any relevant patient clinical concerns such as patient non-compliance, home health hazards or significant change in patient status are noted. Contractor will provide a telephone number (including after hours coverage) for patients to contact Contractor if there are problems with delivery or concerns with product integrity. Nursing visits are not covered under this contract Should a VA physician change the patient s prescription requirements, the physician will notify the PIVOT pharmacist who will notify the Contractor to add the additional necessary items to the contract. The Contractor will be responsible for disposal of any unused supplies in the patient s residence after the prescription has been discontinued or changed. The Contractor is to maintain an accurate record for each patient to document the home care or service including supplies provided and at a minimum to include the following Name, address, phone number and social security number/claim number of patient Current plan of care or services Written documentation for each service provided indicating the date and staff person providing the care Verbal or telephone orders are recorded by a qualified individual in accordance with applicable law and regulation. The Contractor is to provide the number of staff members, their qualifications and the current competence of the individuals supervising home health staff appropriate to the scope of home health service provided. The Contractor and Contractor s staff members providing home health services must have current Washington State licenses, registrations and certifications in accordance with applicable law or regulation. Copies shall be provided to the Contracting Officer. Invoices shall be submitted monthly in arrears of services performed, no later than 10 days following month of service, for payment to the VA and shall reference the name, address and social security number of the Veteran. Hyperalimentation shipped to Veteran patient and services provided shall be itemized as listed on the contract for all deliveries made during the month of invoice under the terms of this contract and shall be for the full cost of such services. Do not combine two different months on the same invoice and submit only one invoice per patient per month, with products and services itemized by date provided. The Veteran, his/her insurer or any third party shall not be invoiced for items ordered under the terms of this contract. All items ordered under this contract shall be invoiced as indicated directly to the VA Puget Sound Health Care System, Seattle Inpatient Pharmacy (S-119), 1660 S. Columbian Way, Seattle, Washington 98108. New prescriptions and prescription changes for patient(s) will be shipped to the patient(s) residence within twenty-four (24) hours. In the event of a national, regional or local emergency it is important that the Contractor can ensure that the patient will always have at least a 24-hour supply of the prescribed hyperalimentation on hand. The Contractor is to provide the VA a copy of its Emergency Preparedness Plan to ensure continued to service to hyperalimentation patients. Point of delivery: Full name, phone number, and address of patient(s) will be furnished to the Contractor by Pharmacy. The contractor shall be responsible for disposal of hazardous materials (i.e., needles) and hyperalimentation wastes in a safe and sanitary manner and in accordance with applicable laws and regulations. The Contractor will continually monitor the patient s knowledge and performance of safety procedures, and provide appropriate instructions. Documentation of patient assessment and a copy of written instructions will be maintained and will be provided to the PIVOT pharmacist upon request. All product recalls, accidents, malfunctions, injuries and deaths related to the provision, delivery and use of Contractor-provided products and supplies will be immediately reported to the COR, the PIVOT pharmacist and to the product/supplies manufacturer. The Contractor must have a recognized accreditation such as Joint Commission Accreditation or Accreditation Commission for Health Care (ACHC). Contractor s Rights Reserved: Responsibilities of the contractor for patient care are limited to that which is described in the contract and as follows: Coordination and supervision of employees remains the right and responsibility of the Contractor The Contractor has the right to negotiate a mutually acceptable delivery or pickup with the patient VA Rights Reserved: To approve all equipment supplies furnished to a Veteran Cause the Contractor to remove or substitute any objectionable equipment or other items Order alteration of adjustment of a Veteran s replenishment/service program Require reimbursement of costs for any quantities of supplies or services determined in excess of need To add services for additional supplies at the request of the COR, with prices to be negotiated with the Contractor Allow on-site visits by the VA personnel and JCAHO surveyors to assess contracted services, e.g. adequacy, compliance with contract requirements, record keeping, and document appropriate orientation programs for all his/her employees involved in the delivery, infection control procedures, patient confidentiality, handling emergencies, and all other performance of the contract. Privacy Officer Language for Statement of Work (SOW) 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. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
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File Name: 9491 9491_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4132997&FileName=9491-001.docx)
Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4132997&FileName=9491-001.docx

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