SOURCES SOUGHT
R -- Emergency Medication Managment Service
- Notice Date
- 2/7/2013
- Notice Type
- Sources Sought
- NAICS
- 524292
— Third Party Administration of Insurance and Pension Funds
- Contracting Office
- VA Ann Arbor Health Care System - Department of Veterans Affairs Ann Arbor Health Care System
- ZIP Code
- 00000
- Solicitation Number
- VA25113I0141
- Response Due
- 2/19/2013
- Archive Date
- 3/1/2013
- Point of Contact
- John Beard
- E-Mail Address
-
2-6173<br
- Small Business Set-Aside
- N/A
- Description
- This is a sources sought notice. This is not a pre-solicitation notice pursuant to FAR Part 5. The VISN 11 Contracting Office in Ann Arbor, Michigan is seeking to identify sources that can provide Emergency Medication Management Services for VA Hospitals and their associated Community Based Outreach Clinics (CBOCS). These facilities include the VA Ann Arbor Healthcare System; VA Medical Center, Battle Creek, MI; John D. Dingell VA Medical center, Detroit, MI; Aleda E. Lutz VA Medical Center, Saginaw, MI; Richard L. Roudebush VA Medical Center, Indianapolis, IN; and, Northern Indiana Health Care System, Danville, IL. It is the VA's intention to award one (1) contract per facility or one (1) contract VISN-wide. Any future Invitation for Bid (IFB), Request for Proposal (RFP), or Request for Quote (RFQ) associated with this sources sought notice would require that the contractor provide a bid, or quote that describes their ability to provide Emergency Medication Management Services, including but not limited to appropriate personnel and equipment to perform said service. The contractor will be located in the United States with no information or material sent electronically outside the United States. This sources sought is to determine the capability of potential sources and the availability of commercial sources and services pursuant to FAR Part 10. This notice is for informational purposes only and does not constitute an IFB, RFP, or RFQ and is not to be construed as a commitment by the Government. Responses should address your capabilities to meet the Government's needs according to the description in the first paragraph. Minimum requirement is two (2) years of experience in Medication Management Services. Also, request that you list previous/current contracts with like requirements that your company has been awarded to include company name, address, POC, phone number, email address, and size of business pursuant to NAICS 524292, small business size standard $7 million applies. In addition to the size of business indicate all the classes of business that fit your firm (i.e. SB, SDVOSB, VOSB, WOSB, SDVOSB joint venture, etc.). Please include the POC name and phone number for your company with your response. In addition, title your email response "VISN 11 Emergency Medication Management Services Sources Sought." Responses must be received no later than February 19, 2013. All prospective offerors are responsible for monitoring this site for the release of other information pertaining to the synopsis and solicitation. Direct your responses concerning this requirement, by email only, to Mr. John Beard, Contract Specialist, at John.Beard@va.gov. The proposed Statement of Work is as follows: STATEMENT OF WORK 1.The contractor's pharmacies will fill and dispense original prescriptions that are written by VA physicians assigned to designate VA Community Based Outpatient Clinic (CBOCs) under the auspices of the VA Medical Center or under the Medical Center itself. 2.The majority of CBOC operating hours are normally 8:00 a.m. to 4:30 p.m., Monday-Friday, excluding federal holidays. Occasional Saturday hours may exist. However, there are CBOC's that have other than normal operating hours. There is also the possibility that CBOC's with normal operating hours will expand their services to include other than normal operating hours. Therefore, while most prescriptions will be processed during CBOC hours, the contractor will have an emergent enrollment process to assist patients, VA staff and contract pharmacies that are 24 hours per day, 7 days per week, and 365 days per year. 3.Prescriptions filled will be in written form provided by the CBOC VA providers. VA Form 10-2577F, Security Prescription Form. Prescriptions may also be faxed or telephoned into the pharmacies at the discretion of each VA Medical Center. 4.Prescriptions will be filled and dispensed only for medications listed in the Formulary "Drug List" as authorized by the designated VAMC. Each VA Medical Center will be responsible to create and maintain their Formulary Drug List. The Formulary Drug List will be e-mailed to the contractor at the beginning of the Services period and at each update by the Chief, Pharmacy, or his/her designee. There shall be a mechanism in place provided by the contractor to provide real-time messaging and hard edits to the pharmacies in order to limit dispensed medication to the specified "drug list" and to prevent non-formulary or prior authorization drugs from being dispensed. In addition, there must be a mechanism in place to correctly update the formulary "drug list" as needed. 5.Prescriptions shall be filled and limited to a maximum of ten (10) days excluding anti-infectives, which shall be limited to a maximum of fourteen (14) day supply. Each VA Medical Center may independently choose a shorter day limit if so desired. There shall be a mechanism in place, provided by the contractor, to provide real-time messaging and hard edits to the pharmacies in order to adhere to such restrictions. 6.No refills will be authorized. The contractor shall fill NEW PRESCRIPTIONS ONLY! 7.Reimbursements shall be determined by the Average Wholesale Price (AWP) discounted by the applicable percentage plus the applicable dispensing fee. The total price charged to the VA SHALL NOT EXCEED THAT CHARGED TO THE GENERAL PUBLIC AND SHALL NOT EXCEED THE PRICE CHARGED BY THE CONTRACTOR'S LOWEST THIRD PARTY REIMBURSEMENT PLAN. 8.Prescriptions filled under this contract shall be generic drugs ONLY. Prescriptions shall be filled with generic drugs to the extent permitted by law and the least expensive drug product the pharmacy has in stock shall be dispensed. All generic products used must be AL rated per the Orange Book. All generic products used must be in compliance with Federal and State requirements. Brand name drugs will only be reimbursed if NO GENERIC FORM OF THE DRUG EXISTS IN THE MARKETPLACE. There must be a mechanism in place, provided by the contractor, to provide real-time messaging and edits to the pharmacies in order to adhere to these specifications. 9.VA beneficiaries will pick up their own prescriptions at the dispensing pharmacy. No prescriptions are to be mailed. No prescriptions are to be delivered. 10.The VA Medical Center (or designated VAMC) may randomly audit all prescription fills. VAMC shall have free access during regular business hours, and upon reasonable notice, to such books records, invoices, and prescription files as deemed necessary to verify claim information, prescription volume, and the usual and customary charges to the general public for covered prescriptions. The contractor shall make all VA prescription records and invoices available at the time of the audit. 11.Contract pharmacies shall maintain a log of VA prescriptions filled and have the patient sign next to each prescription number for each prescription received. A copy of the log shall be maintained at the contract pharmacy and be readily accessible for random VA audit. 12.All prescriptions shall have proper auxiliary labels attached and appropriate counseling and drug interaction sheets provided. The VA does not consider the mere signing of a prescription log appropriate counseling. The counseling rate of VA patients should closely resemble the counseling rate of the VA Medical Center. 13.Average Wholesale Price (AWP) will be based n the current Pharmacy Fundamental Reference REDBOOK and REDBOOK updates published by the Medical Economics Data, Inc. Contractor shall be required to provide the CBOC with a current copy of the REDBOOK and updates throughout the contract term. If a contractor offers to use any other means of providing pricing, they shall provide appropriate documentation similar to that of the REDBOOK AND ITS UPDATES. Award of a contract will not be made to any offeror who does not provide sufficient evidence to substantiate the fairness/reasonableness of their pricing. 14.The contractor and his/her contract pharmacies shall keep all information concerning VA beneficiaries confidential and shall not release or disclose information to any person, except as authorized in writing and according to all applicable laws. The Privacy Act of 1974, Public Law 93-579, December 31, 1974 (USC 552a) applies to this procurement. 15.Pharmacies authorized to fill prescriptions under the contractor's plan must agree to the following conditions: a.All information concerning VA beneficiaries shall be kept confidential and shall not be disclosed to any person except as authorized in writing, and according to all applicable laws. b.Representatives of the VA are authorized to visit the contractor's site and the premises of any pharmacy filling VA prescriptions during regular business hours for the purposes of auditing and evaluation, which may include the inspection of clinical records. Inspection shall be limited to VA records. c.The contractor shall report all adverse drug events reported by VA beneficiaries to the Chief, Pharmacy Services, VA Medical Center and to the prescribing CBOC physicians. d.Pharmaceutical services provided to VA beneficiaries under this contract shall meet all standards applicable to Medicaid recipients in the State where services are provided. e.The contractor shall continuously meet or exceed Joint Commission Medication Use standards related to procurement, preparation, dispensation, control and security, recall, and patient education. Additional information related to these standards can be accessed through the Joint Commission website at www.jointcommission.org. f.The contractor and its pharmacies shall report all medication errors regarding VA beneficiaries to the Chief, Pharmacy Service, VAMC, via a memorandum. This memo should describe the date and the nature of the error and corrective actions taken. 16.The contractor shall accept a call from the CBOC Medical Administration Service clerk advising him/her of all existing and/or new VA physician's state license number and his/her federal and/or state license number. The contractor shall immediately notify its contract pharmacies of the physician information so as to avoid delay in patient services. Notification of physician information may occur on either the day the VA physician fills in at the CBOC or prior to CBOC duty as time allows. 17.The Government reserves the right to fill any prescription covered under this contract through the use of its own resources and/or staff. 18.See also Addendum to FAR 52.212-4 Contract Terms and Conditions - Commercial Items "Special Contract Requirements". 19.Contractor shall have a minimum of two licensed pharmacies accepting its plan in each of the following areas: Michigan cities: Alpena, Ann Arbor, Bad Axe, Battle Creek, Benton Harbor, Cadillac, Clare, Detroit, Flint, Gaylord, Grayling, Grand Rapids, Jackson, Lansing, Mackinaw City, Muskegon, Oscoda, Pontiac, Saginaw, and Traverse City. Illinois cities: Danville, Decatur, Mattoon, Peoria, Springfield. Indiana cities: Fort Wayne, Goshen, Marion, Muncie, Peru, South Bend, West Lafayette and Martinsville. Ohio cities: Toledo A minimum of one or two may be allowed for future CBOC's. However, it is the intent of the Government, that the contractor has more than two in all areas to provide patients with more choices and additional access to pharmacies. 20.As services are needed for new CBOC's in the VAMC's primary service area, additional pharmacies will be added to this contract. When a new CBOC is to be opened, the Contracting Officer will notify the contractor. At that time, the contractor shall submit a listing of proposed pharmacies for that area to the Contracting Officer Representative. The Contracting Officer Representative shall approve additional pharmacies for that area to the contactor. The Contracting Officer shall approve additional pharmacies via a supplemental agreement to the contract. 21.In addition to the annual report, the offeror shall provide a monthly report to the Chief, Pharmacy Service, and the Contracting Officer's Representative including but not limited to: Patient name, provider name, Drug name, Drug Strength, Quantity, Date Dispensed, Dispensing Pharmacy, AWP and dispensing Fee. 22.Staff Competency: The contractor shall have an employee competency assessment and evaluation system in place for the pharmacists filling prescriptions for veteran patients on a yearly basis. An annual report will be submitted to the COR, providing aggregate data relate to the findings.
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