Virtual Pharmacy Services for Durham VAMC
Page 1 of 4
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C24619Q1139
Posted Date:
September 18, 2019
Original Response Date:
September 26, 2019, at 1:00 pm Est
Current Response Date:
September 26, 2019, at 1:00 pm Est
Product or Service Code:
Q517
Set Aside (SDVOSB/VOSB):
SDVOSB
NAICS Code:
621399
Contracting Office Address
Department of Veterans Affairs
Network Contracting Office 6
100 Emancipation Drive
Hampton, Virginia 23667
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-06 (effective 09/10/19), VAAR Update 2008-17 (effective 09/11/19).
The associated North American Industrial Classification System (NAICS) code for this procurement is 621399, with a small business size standard of $7.5 Million.
The Durham VA Medical Center is seeking a contractor to provide prescription finishing services on a daily basis provided by a licensed pharmacist to keep the number of pending prescriptions routed for mail to 500 or less on a daily basis. Prescription finishing includes verification of appropriate dose, route, quantity, accurate directions, evaluation for drug-drug interactions, contraindications, recorded allergies and assuring the printed labels will be understandable to the patients. Finished prescriptions will be suspended for Consolidated Mail-out Patient Pharmacy (CMOP). The contractor will strive for a zero-error rate in all aspects of the finishing process.
The contractor shall not finish prescriptions that are problematic, including new prescriptions for non-formulary or restricted medications, prescriptions that are contraindicated due to drug-drug interactions or allergies or prescriptions for dosages outside the recommended dosing ranges.
This is a request for Virtual Pharmacy Services for the Durham VA Medical Center.
All interested companies shall provide quotation(s), for the following:
SCHEDULE OF SERVICES
The contractor shall deliver line item(s):
Base Year
October 1, 2019 September 30, 2020
CLIN
Description
Estimated Number of Prescriptions
Verified
Unit
Unit Price
Total Price
0001
Virtual Pharmacist Services Estimated 37,000 per month
444,000.00
EA
Base Year Total Cost:
$
Option Year 1
October 1, 2020 September 30, 2021
CLIN
Description
Estimated Number of Prescriptions
Verified
Unit
Unit Price
Total Price
1001
Virtual Pharmacist Services Estimated 37,000 per month
444,000.00
EA
Option Year Total Cost:
$
Option Year 2
October 1, 2021 September 30, 2022
CLIN
Description
Estimated Number of Prescriptions
Verified
Unit
Unit Price
Total Price
2001
Virtual Pharmacist Services Estimated 37,000 per month
444,000.00
EA
Option Year Total Cost:
$
Total Cost Base + Options:
$
PERFORMANCE WORK STATEMENT
Virtual Scripts Outpatient Program Level 1
The contractor shall provide prescription finishing services on a daily basis provided by a licensed pharmacist to keep the number of pending prescriptions routed for mail to 500 or less on a daily basis. Prescription finishing includes verification of appropriate dose, route, quantity, accurate directions, evaluation for drug-drug interactions, contraindications, recorded allergies and assuring the printed labels will be understandable to the patients. Finished prescriptions will be suspended for Consolidated Mail-out Patient Pharmacy (CMOP). The contractor will strive for a zero-error rate in all aspects of the finishing process.
The contractor shall not finish prescriptions that are problematic, including new prescriptions for non-formulary or restricted medications, prescriptions that are contraindicated due to drug-drug interactions or allergies or prescriptions for dosages outside the recommended dosing ranges.
Contract pharmacists must access the Durham VA Medical Center (DVAMC) computer system
via RESCUE. The Department of Veterans Affairs Durham will not provide the contractor with computers. The Durham ISO will provide instructions for use of RESCUE.
RESCUE is the VA s solution to remote connection to the VA network. It is a Virtual Private Network (VPN) that encrypts point to point communication. For example, using a government encrypted laptop, the user signs into the RESCUE client which establishes the secure session. Once they connect via RESCUE, they will have access to their VA email, VistA, CPRS, network drives, etc. As it pertains to contractors or vendors, they either request a national VPN account if they contract w/ many different VAs, or they request a site to site VPN.
1. SERVICES:
The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer and, prior to becoming effective, shall be approved by the VA Under Secretary for Health or his/her designee.
2. QUALIFICATIONS:
Personnel referred by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia.
All licenses held by the personnel working on this contract shall be full and unrestricted licenses.
The qualifications of such personnel will also be subject to review of the VA Chief of Staff and approval of the Director. Prior to contract award, the contractor shall provide the following information: names of personnel to provide services under the contract, copy of state license, current malpractice insurance certificate, and board certification. If there is a change in personnel providing services under this contract, contractor shall submit the above information to the VA for approval.
3. WORK HOURS
a. The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will not be required, except in case of emergency, to furnish such services during off-duty hours as described below.
b. The following terms have the following meanings:
(1) Normal working hours: Monday through Friday, 8:00 AM - 4:30 PM, excluding Federal holidays.
(2) National Holidays: The 10 holidays observed by the Federal Government are:
New Year s Day Labor Day
Martin Luther King s birthday Columbus Day
President s Day Veteran s Day
Memorial Day Thanksgiving
Independence Day Christmas Day
and any other day specifically declared by the President of the United States to be a national holiday.
(3) Normal Off-Duty hours: Monday through Friday, 4:30 p.m.-8:00 a.m., all day Saturday/Sunday/Holidays.
* The awardee may alter their work schedule in order to meet the contractual requirements.
4. PERSONNEL POLI CY:
The contractor shall be responsible for protecting the personnel furnishing services under this contract to carry out this responsibility; the contractor shall provide the following for these personnel:
- workers compensation
- professional liability insurance
- health examinations income tax withholding, and
- social security payments.
The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.
5. CONTRACT PERFORMANCE MONITORING:
The Contracting Officer s Technical Representative (COTR) shall be the VA official responsible for verifying contract compliance. The COTR will be responsible for monitoring the contractor s performance to ensure all specifications and requirements are fulfilled. The contractor is advised that only the Contracting Officer has the authority to make changes to the contract. After contract award, any incidents of noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The Lead Pharmacist for the contractor, working closely with the VAMC Chief, Pharmacy Service and contracting officer, shall review all errors which have an adverse impact to the patient and will provide a written plan of action to the contracting officer describing what preventive measures will be implemented to prevent these types of errors from happening in the future. The contractor will submit this report within 5working days from being notified by the contracting officer.
6. PAYMENT:
Payment for services will be at the rates specified in the Schedule of Supplies/Services.
Payments will only be made for actual services rendered.
The contractor shall submit invoices monthly in arrears covering the services performed under this contract. The invoices will contain the following information:
Contract Number and Purchase Order Number (If applicable)
Name of Pharmacist and Number of Prescriptions Verified
Unit cost
Error rate discount
Total Price
7. BILLINGS:
Billings rendered by the contractor to the VAMC for services furnished to VAMC under the terms of this contract shall be billings in full. Neither beneficiary, his/her insurer, nor any other third party shall be billed.
8. MEDICAL LIABILITY:
a. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g. professional judgments, diagnosis for specific medical treatment), in accordance with FAR 37.401(b) (Nonpersonal Health Care Services).
b. To the extent required by applicable law, the Contractor is required to ensure that its subcontracts for provisions of health care services contain the requirements set by the State.
c. Medical Liability: See VAAR Clause 852.237-7 - The contractor is required to ensure that his subcontractors provisions of health care services contain the requirement of the VAAR Clause 852.237-7, including the maintenance of professional liability insurance,
9. MANAGEMENT, SUPERVISION AND TRAINING:
a. The contractor shall have written policies and procedures regarding staff credentials.
b. VAMC will provide orientation for assigned contracted agency staff to expected duties and any VAMC policy, procedures, and processes necessary to cooperative functioning between the agency and VAMC. Up-dates and refreshers shall be provided upon request and when policy, procedures or processes change.
VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY
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.
2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
a. A contractor/subcontractor 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.
b. 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.
c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.
d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.
e. 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.
3. VA INFORMATION CUSTODIAL LANGUAGE
a. 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).
b. 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.
c. 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.
d. 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.
e. 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.
f. 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.
g. 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.
h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.
i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.
j. 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.
k. 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.
l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.
6. SECURITY INCIDENT INVESTIGATION
a. 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.
b. 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.
c. 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.
7. LIQUIDATED DAMAGES FOR DATA BREACH
a. Consistent with the requirements of 38 U.S.C. B'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.
b. 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.
c. 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.
d. 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 $_38.75__ 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) Necessary legal expenses the subjects may incur to repair falsified or damaged credit
records, histories, or financial affairs.
9. TRAINING
a. All contractor employees and subcontractor employees requiring access to VA
information and VA information systems shall complete the following before being granted
access to VA information and its systems:
(1) Sign and acknowledge (either manually or electronically) understanding of and
responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to
access to VA information and information systems;
(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior
training and annually complete required security training;
(3) Successfully complete the appropriate VA privacy training and annually complete
required privacy training; and
(4) Successfully complete any additional cyber security or privacy training, as required for
VA personnel with equivalent information system access [to be defined by the VA program
official and provided to the contracting officer for inclusion in the solicitation document e.g.,
any role-based information security training required in accordance with NIST Special
Publication 800-16, Information Technology Security Training Requirements.]
b. The contractor shall provide to the contracting officer and/or the COTR a copy of the
training certificates and certification of signing the Contractor Rules of Behavior for each
applicable employee within 1 week of the initiation of the contract and annually thereafter, as
required.
c. Failure to complete the mandatory annual training and sign the Rules of Behavior
annually, within the timeframe required, is grounds for suspension or termination of all physical
or electronic access privileges and removal from work on the contract until such time as the
training and documents are complete.
CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)
(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.
(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.
(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.
(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.
(e) You have 14 calendar days following the Assessing Official signature date to submit comments before the evaluation is made available in the Past Performance Information Retrieval System (PPIRS). You have a total of 60 calendar days following the Assessing Official signature date to submit comments. Any comments that you submit will be posted to PPIRS. If you do not sign and return the evaluation within 60 calendar days the evaluation will be returned to the Assessing Official, you will no longer be able to provide comments and the evaluation will be annotated as follows: 'The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this evaluation.' Partially completed comments that were not signed and returned to the Government within 60 calendar days will be removed from the evaluation.
(f) The following guidelines apply concerning your use of the past performance evaluation:
(1) Protect the evaluation as source selection information. After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.
(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.
(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.
(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 60-day review period.
(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.
BACKGROUND INVESTIGATIONS AND SPECIAL AGREEMENT CHECKS
http://vaww.pclo.infoshare.va.gov/PCLO/PMWeb/Vol6Chapter7.aspx
All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is Low Risk, National Agency Check with Written Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.
All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is Special Agency Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):
The contractor shall be evaluated in accordance with the following QASP.
For: Virtual Pharmacy Services
Contract Number:
Contract Description: Virtual Pharmacy Services for patients at Durham VA Healthcare System
Contractor s name: (hereafter referred to as the contractor).
1. PURPOSE
This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate
performance for the stated contract. This QASP explains the following:
What will be monitored
How monitoring will take place
Who will conduct the monitoring?
How monitoring efforts and results will be documented
This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is
created with the premise that the contractor is responsible for management and quality control
actions to meet the terms of the contract. It is the Government s responsibility to be objective,
fair, and consistent in evaluating performance.
This QASP is a living document and the Government may review and revise it on a regular
basis. However, the Government shall coordinate changes with the contractor. Copies of the
original QASP and revisions shall be provided to the contractor and Government officials
implementing surveillance activities.
2. GOVERNMENT ROLES AND RESPONSIBILITIES
The following personnel shall oversee and coordinate surveillance activities.
a. Contracting Officer (CO) The CO shall ensure performance of all necessary actions for
effective contracting ensure compliance with the contract terms, and shall safeguard the
interests of the United States in the contractual relationship. The CO shall also assure that the
contractor receives impartial, fair, and equitable treatment under this contract. The CO is
ultimately responsible for the final determination of the adequacy of the contractor s
performance.
Contracting Officer:
Anthony D. Long
Contracting Officer
Network Contracting Office 6
Anthony.Long@va.gov
Organization or Agency: Department of Veterans Affairs, Durham, North Carolina
b. Contracting Officer s Technical Representative (COR) The COR is responsible for technical
administration of the contract and shall assure proper Government surveillance of the
contractor s performance. The COR shall keep a quality assurance file. The COR is not
empowered to make any contractual commitments or to authorize any contractual changes on
the Government s behalf.
c. Assigned COR: Mark Condra
3. CONTRACTOR REPRESENTATIVES
The following employees of the contractor serve as the contractor s program manager for this
contract.
a. Program Manager Vany Wong
b. Other Contractor Personnel
Title:
4. PERFORMANCE STANDARDS
Performance standards define desired services. The Government performs surveillance to
determine if the contractor exceeds, meets or does not meet these standards. The
Performance Requirements are listed below. The Government shall use these standards to
determine contractor performance and shall compare contractor performance to the
Acceptable Quality Level (AQL).
Task
Performance Threshold
Acceptable Quality Level (AQL)
Method of Surveillance
Incentive
The Contractor Shall perform timely verification of prescriptions in accordance with (IAW) Performance Work Statement (PWS) Section 2.0
The Contractor successfully performs the required services throughout the period of performance
98%
COR Direct Observation/Periodic Inspections
Exercise of Option Period and past performance
The Contractor shall perform General Requirements that meet the requirements of PWS Section 3.0
The Contractor successfully performs the required services throughout the period of performance
98%
COR Direct Observation/ Period Inspections
Incentives: Favorable contactor performance evaluation
Disincentive: Unfavorable contractor performance
evaluation
The Contractor shall perform Delivery IAW the requirements of PWS Section 4.0
The Contractor successfully performs the required services throughout the period of performance
98%
COR Direct Observation/ Period Inspections
Incentives: Favorable contactor performance evaluation
Disincentive: Unfavorable contractor performance
evaluation
The Contractor shall possess Contractor Qualifications IAW PWS Section 5.0
The Contractor successfully performs the required services throughout the period of performance
100%
COR Direct Observation/ Period Inspections
Incentives: Favorable contactor performance evaluation
Disincentive: Unfavorable contractor performance
evaluation
5. INCENTIVES/DISINCENTIVES
The Government shall use favorable contractor performance evaluations as incentives. The
Government shall report unfavorable contractor performance as disincentives. Disincentives
shall include documentation of any performance issues. If repetitive or consistent the
government shall take further corrective action or begin termination procedures.
Incentives/disincentives shall be based on exceeding, meeting, or not meeting performance
standards.
6. PROCEDURES/METHODS OF QA SURVEILLANCE
Various methods exist to monitor performance. The COR shall use the surveillance methods
listed below in the administration of this QASP.
Direct Observation: 100% surveillance
Periodic Inspection: Inspections scheduled annually; randomly selected patient files per 12
month contract period.
7. RATINGS
Metrics and methods are designed to determine if performance exceeds, meets, or does not
meet a given standard and acceptable quality level. A rating scale shall be used to determine a
positive, neutral, or negative outcome. The following ratings shall be used:
One (1) incident of not meeting the performance standard will result in verbal counseling,
second incident will be documented in a written warning any further incidents will result in
immediate dismissal.
8. DOCUMENTING PERFORMANCE
a. Acceptable Performance
The Government shall document positive performance. Any report may become a part of the
supporting documentation for any contractual action.
b. Unacceptable Performance
When unacceptable performance occurs, the COR shall inform the Contracting Officer (CO).
This will normally be in writing unless circumstances necessitate verbal communication. In any
case the COR and the CO shall document the discussion and place it in their respective file.
When the COR determines formal written communication is required, the COR shall prepare a
Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and
submit to the contractor's program manager for corrective action.
The contractor shall acknowledge receipt of the CDR in writing. The CDR shall specify if the
contractor is required to prepare a corrective action plan to document how the contractor shall
correct the unacceptable performance and avoid a recurrence. The CDR shall also state how
long after receipt the contractor has to present this corrective action plan to the CO and COR.
The Government shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action
deemed necessary by the CO.
9. FREQUENCY OF MEASUREMENT
a. Frequency of Measurement.
During contract performance, the COR will periodically analyze whether the negotiated
frequency of surveillance is appropriate for the work being performed.
b. Frequency of Performance Assessment Meetings.
The COR shall meet with the contractor semi annually to assess performance and shall provide
a written assessment.
WAGE DETERMINATION:
https://beta.sam.gov/wage-determination/2015-4376/11
The delivery/task order period of performance is October 1, 2019 September 30, 2020.
Delivery shall be provided after receipt of order/award of contract. Delivery shall be FOB Destination to Durham, North Carolina 27705-3815.
Place of Performance
Address:
Durham VA Medical Center
508 Fulton Street
Durham, North Carolina
Postal Code:
27705-3815
Country:
UNITED STATES
Award shall be made to the responsible offeror whose offer, conforming to the requirements in this request for quote, will be most advantageous to the Government. This is a competitive selection and Past Performance is significantly more important than Technical and Price. By submission of its quote, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.
All offerors shall submit the following:
Table 1
Section
Number
Evaluation Factor
File Name
Page Limitation (if any)
Section I
Technical
Tech.pdf
25 pages
Section II
Past Performance
Reference for (Offeror Name).pdf
Section III
Price
Schedule.pdf
*Note page limitations: A Cover Page, Table of Contents, resumes and/or a glossary of abbreviations or acronyms will not be included in the page count of the Technical Section. However, be advised that all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s Quote will not be evaluated by the Government.
SECTION I - TECHNICAL:
Factor I Technical/Management Approach
Offeror shall submit company s detailed technical approach/methodology for completing all requirements of the Performance Work Statement (PWS). The submission shall include but not limited to:
Personnel Qualifications to include all applicable licenses and/or certifications; CV s/Resume detailing work history and education to include verification of approved degree program; demonstrated experience with VISTA System (Veterans Health Information System and Technology Architecture, CPRS (Computerized Patient Record System), and knowledge of VA Formulary and Non-Formulary criteria.
Number of years/experiences in providing the required services (3 years minimum)
Describe contingency plan for equipment downtime, scheduled and unscheduled leave and providing qualified personnel for coverage.
The Technical Rating shall be conducted and rated either Acceptable or Unacceptable in accordance with Table 2.
Table 2
Technical Ratings
Rating
Description
Acceptable
The Quote clearly meets the minimum requirements of the solicitation.
Unacceptable
The Quote does not clearly meet the minimum requirements of the solicitation.
SECTION II - PAST PERFORMANCE:
Using the Past Performance Questionnaires, the CO shall seek relevant past performance information on each offeror based on: (1) the references provided by the offeror and (2) data independently obtained from other government and commercial sources. Relevant past performance includes performance of efforts involving Virtual Pharmacy Services that are similar or greater in scope, magnitude and complexity to the effort described in this solicitation. The government reserves the right to seek information on higher priced offerors if none of the lower priced offerors receive a Substantial Confidence performance assessment rating. The purpose of the past performance evaluation is to allow the government to assess the offeror s ability to perform the effort described in the solicitation, based on the offeror s demonstrated present and past performance. Past performance evaluated will be the past performance of the prime contractor (Company submitting the quote). The assessment process will result in an overall performance confidence assessment rating of Substantial Confidence, Satisfactory Confidence, Limited Confidence, No Confidence, or Unknown Confidence as defined in Table 3 below. Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will not be considered as highly as past performance information for the principal offeror. Offerors with no relevant past or present performance history or the offeror s performance record is so limited that no confidence assessment rating can be reasonably assigned shall receive the rating Unknown Confidence , meaning the rating is treated neither favorably nor unfavorably. Offeror s who are considering Teaming Agreements, both companies shall be verified SDVOSBs.
In evaluating past performance, the government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation.
If the lowest priced evaluated offer is judged to have a Substantial Confidence performance rating and is determined to be responsible, that offer represents the best value for the government.
The government reserves the right to award a contract to other than the lowest priced offeror if the lowest priced offeror is judged to have a performance confidence assessment of Satisfactory Confidence or lower.
Offerors are cautioned to submit sufficient information and, in the format, specified in the technical quote preparation instructions to permit a meaningful assessment of past performance. Offerors may be asked to clarify certain aspects of their technical quote or respond to adverse past performance information to which the offeror has not previously had an opportunity to respond. Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. The Following will be used to rate the past performance of each offeror:
Table 3
Past Performance
Rating
Definition
Substantial Confidence
Based on the offeror s performance record, the government has a HIGH EXPECTATION that the offeror will successfully perform the required effort.
Satisfactory Confidence
Based on the offeror s performance record, the government has an EXPECTATION that the offeror will successfully perform the required effort
Limited Confidence
Based on the offeror s performance record, the government has a LOW EXPECTATION that the offeror will successfully perform the required effort
No Confidence
Based on the offeror s performance record, the government has NO EXPECTATION that the offeror will be able to successfully perform the required effort.
Unknown Confidence
No performance record is identifiable, or the offeror s performance record is so limited that NO CONFIDENCE ASSESSMENT rating can be reasonably assigned
SECTION III - PRICE:
Offerors prices shall be submitted in accordance with the Price/Cost Schedule comprised within Section B of the solicitation document. Total price will be evaluated by the Government.B In evaluating the offeror s proposed price for this service, the government concern includes determining price reasonableness.B
Options The Government will evaluate offers for evaluation purposes by adding total price for all options to the base year of the performance period.B The Government may determine that a quote/offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
The government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of effort and adding that amount to the base and other option years to arrive at the total.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
52.212-1 Instructions to Offerors Commercial Items Oct 2018.
52.204-7 System for Award Management (OCT 2018)
52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)
52.217-5 Evaluation of Options (JUL 1990)
52.233-2 Service of Protest (SEPT 2006)
852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)
852.233-71 Alternate Protest Procedure (OCT 2018)
852.271-70 Nondiscrimination in Services Provided to Beneficiaries (JAN 2008)
852.273-74 Award Without Exchanges
52.212-3 Offerors Representations and Certifications Commercial Item Oct 2018.
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
52.212-4 Contract Terms and Conditions Commercial Items Oct 2018.
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note).
52.204-13 System for Award Management Maintenance (OCT 2018)
52.204-14 Service Contract Reporting Requirements (Oct 2016) (PUB. L. 111-117, section 743 OF DIV. C
52.204-15 Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (PUB. L. 111-117, section 743 OF DIV. C).
52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015)
52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).
52.216-18 Ordering (OCT 1995) [use if 52.216-20, 52.216-21 or 52.216-22 apply]
52.216-19 Order Limitations (OCT 1995) [use if 52.216-20, 52.216-21 or 52.216-22 apply]
52.216-21 Requirements (OCT 1995)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.219-6 Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).
52.219-8 Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)).
52.219-13 Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)).
52.219-14 Limitations on Subcontracting (Jan 2017) (15 U.S.C. 637(a)(14)).
52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657 f).
52.219-28 Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).
52.222-3 Convict Labor (June 2003) (E.O. 11755).
52.222-19 Child Labor--Cooperation with Authorities and Remedies (Jan 2018) (E.O. 13126).
52.222-21 Prohibition of Segregated Facilities (Apr 2015).
52.222-26 Equal Opportunity (Sept 2016) (E.O. 11246
52.222-35 Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212).
52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).
52.222-37 Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212).
52.222-40 Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496)
52.222-50 Combating Trafficking in Persons (Jan 2019) (22 U.S.C. chapter 78 and E.O. 13627).
52.222-54 Employment Eligibility Verification (Oct 2015). (Executive Order 12989).
52.223-9 Estimate of Percentage of Recovered Material Content for EPA-Designated Products (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)).
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513)
52.224-1 Privacy Act Notification (APR 1984)
52.224-2 Privacy Act (APR 1984)
52.224-3 Privacy Training (Jan 2017) (5 U.S.C. 552a).
(ii) Alternate I (Jan 2017) of 52.224-3.
52.225-13 Restrictions on Certain Foreign Purchases (June 2008)
52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984
52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (31 U.S.C. 3332).
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
52.237-3 Continuity of Services (JAN 1991)
839.201 Contract Clause for Information and Information Technology Security
852.203-70 Commercial Advertising (MAY 2008)
852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside JUL 2019) (DEVIATION)
852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION)
852.237-7 Indemnification and Medical Liability Insurance (JAN 2008)
852.237-70 Contractor Responsibilities (APR 1984)
852.273-75 Security Requirements for Unclassified Information Technology Resources
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Aug 2019.
(End of clause)
TECHNICAL QUESTIONS
Offerors should submit all technical questions regarding this solicitation to the Contracting Officer in writing, via email, to Shiran Moore at Anthony.Long@va.gov on or before 3:00 PM EST, September 23, 2019.
Address Subject Line: Virtual Pharmacy Services: 36C24619Q1139
Telephonic (verbal) questions Will Not be addressed.
All responses to questions, which may affect quotes, will be incorporated into a written amendment to the solicitation.
All offerors shall be sent to email address: anthony.long@va.gov
This is an open-market combined synopsis/solicitation for Virtual Pharmacist Services ass defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all proposals must include a statement regarding the terms and conditions herein as follows:
The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition. OR The terms and conditions in the solicitation are acceptable to be included in the award document with exception, deletion, or addition of the following:
Offeror shall list exception(s) and rationale for exception(s).
Submission shall be received not later than 1:00 PM EST September 26, 2019 via email to anthony.long@va.gov. Address Subject Line: Virtual Pharmacy Services: 36C24619Q1139.
Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Facsimile offers will not be accepted.
Any questions or concerns regarding this solicitation should be forwarded in writing via email to the Contracting Officer, Anthony D. Long, at anthony.long@va.gov .
POINT OF CONTACT
Anthony D. Long
Contracting Officer
Network Contracting Office 6
Anthony D Long
Contract Specialist
757-315-3956
Anthony.Long@va.gov
