Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 07, 2017 FBO #5675
DOCUMENT

R -- Document Printing and Insertion Services - Attachment

Notice Date

6/5/2017
 

Notice Type

Attachment
 

NAICS

561910 — Packaging and Labeling Services
 

Contracting Office

Department of Veterans Affairs;National CMOP;3450 S. 4th St. Trafficway;Leavenworth KS 66048-5581
 

ZIP Code

66048-5581
 

Solicitation Number

VA77017R0348
 

Response Due

6/19/2017
 

Archive Date

8/3/2017
 

Point of Contact

Leah Thurman
 

E-Mail Address

Contracting Officer
(leah.thurman@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT NOTICE. This notice is a market survey and is for information only, to be used for preliminary planning purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. The VA Network Contracting Office 15/Consolidated Mail Outpatient Pharmacy (CMOP) Contracting Center has been tasked to solicit for and award Document Printing and Insertion Services for Murfreesboro CMOP (MID-SOUTH CMOP) located in Murfreesboro TN. Potential sources are to provide paperwork print and insertion services for prescription mailings to veteran patients. Specific contractor tasks shall include twice daily collection of parcels from the MID-SOUTH CMOP, transportation of parcels to contractor site, printing of parcel specific paperwork with insertion into parcel, and tendering of completed parcels from contractor site to a transportation contractor designated by MID-SOUTH CMOP within 12-hours of possession of parcels. The proposed project is anticipated to be a single award, firm, fixed-price requirement. The type of solicitation to be issued will depend upon the responses to this notice. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. The purpose of this notice is to gain knowledge of interest, capabilities and qualifications of various members of the Business Community to include Small Business or Large Business, Veteran Owned Small Business, Service-Disabled Veteran-Owned Small Business (SDVOSB), HUBZONE, 8(a), etc., to complete and perform a Firm, Fixed-Price contract. After review of the responses to this sources sought announcement a synopsis and/or solicitation announcement may be published at a later time. The Government must ensure there is adequate competition among the potential pool of responsive contractors. The duration of the requirement is for a base period (start-TBD and end-TBD) with four each one-year option periods. The North American Industrial Classification System (NAICS) Code applicable to this acquisition is 561910: Packaging and Labeling Services. The Small Business Size Standard for this acquisition is $11M. Please limit your response to this synopsis to five pages and please include the following information: Your company s name, addresses, point of contact, phone number, and email address. Your company s interest in submitting a proposal on the solicitation when it is issued. Your company s capability to meet the requirements. Your company s capability to perform a contract of this type and comparable work performed within the past three years to include a brief description of the project, customer s name, phone number and address, period of performance, and dollar value of the project. Your company s Business Size (Large or Small) and Socioeconomic Status (Veteran Owned, SDVOSB, HUBZONE, 8(a), etc.). Your company s Joint Venture information (if applicable and include copy of agreement) existing and potential Please provide a capability statement addressing your organization s ability to perform as a prime contractor the work described in the draft PWS (below). Index your firm s capabilities to the tasks in the draft PWS so that your firm s capabilities can be readily assessed. This is not a request for proposal and in no way obligates the Government to award any contract. Interested companies are asked to respond to this Sources Sought Notice no-later-than 12:00 PM (CST) on June 19, 2017. All interested companies must be registered in SAM (http://www.sam.gov/) to be eligible for award of government contracts. Please mail, fax or email your response to: Leah Thurman NCO 15/CMOP Contracting Office, 3450 S. 4th Street, Leavenworth, KS; 60048, Email Address: leah.thurman@va.gov, Fax No. (913) 684-0179. Please reference the following solicitation number in the subject line of all correspondence submitted: VA255-17-R-0348. Note: Email is the preferred method when receiving responses to this notice. DRAFT: Performance Work Statement Document Print and Insertion for Mid-South Consolidated Mail Outpatient Pharmacy Introduction In accordance with FAR Part 12 and 13 the contractor agrees to provide Document Printing and Insertion services in accordance with the terms and conditions of this Performance Work Statement. The Mid-South Consolidated Mail Outpatient Pharmacy (MID-SOUTH CMOP), located at 5171 Sam Jared Drive, Murfreesboro, TN 37130, and the new facility located at 3209 Elam Farms Parkway, Murfreesboro, TN 37127. Murfreesboro CMOP location is one of seven Consolidated Mail Outpatient Pharmacy (CMOP) programs located across the United States. This Department of Veterans Affairs (VA) program provides prescriptions mailings for veteran patients. Advanced automation and equipment schemes were used in Fiscal Year 2016 to produce 12,494,095 unique parcels. Paperwork provision and insertion services must be accurate, timely, and completed in the most effective manner possible. The Department of Veterans Affairs use of contractor services will be transparent to the customer. This requirement is needed for the duration of time the MID-SOUTH CMOP is located at 5171 Sam Jared Drive, Murfreesboro, TN 37130 and during the transition period for the new facility located at 3209 Elam Farms Parkway, Murfreesboro, TX 37127. Objective The MID-SOUTH CMOP requires a contractor to provide paperwork print and insertion services for prescription mailings to veteran patients. Specific contractor tasks shall include twice daily collection of parcels from the MID-SOUTH CMOP, transportation of parcels to contractor site, printing of parcel specific paperwork with insertion into parcel, and tendering of completed parcels from contractor site to a transportation contractor designated by MID-SOUTH CMOP within 12-hours of possession of parcels. Background The following background information about the MID-SOUTH CMOP workload and work schedule is provided: Item Information* Day Shift Hours of Operation 6:30am to 3:00pm Monday through Friday Evening Shift Hours of Operation 3:30pm to 12:00am Monday through Friday, currently Sam Jared only Additional Shifts on Saturdays and/or Sundays The MID-SOUTH CMOP is generally closed on Saturdays and Sundays. Occasionally, workload contingencies require unscheduled day and/or evening shifts on one or both days. Federal Holidays The MID-SOUTH CMOP makes all attempts to remain closed on federal holidays. Occasional, workload contingencies require one or both shifts to work on a holiday. Annual Number of Parcels Produced The MID-SOUTH CMOP produced 12,494,095 parcels during Fiscal Year 2016. Estimated Number of Parcels Produced Per Work Day (210 workdays per year) 48,054 parcels per work day (two shifts). Estimated Number of Parcels per Work Shift 24027 parcels per shift. Percentage of Parcels that are for Controlled Substance Orders 18 - 20% Number of Paperwork Pages Printed for all Parcels in FY2010 (8 ½ x 11 inch) 35,109,333 pages Average Number of Paperwork Pages Required per Parcel 2.59 pages *All information is subject to change based on workload. Definitions Business Associate Agreement (BAA) - A BAA is a contract between the government and its contractor who will use protected health information (PHI) for administrative, research, pricing, and billing or quality-assurance purposes. Business associates are not only providers of health care services; they might be individuals or entities involved in legal, accounting or other services. Certification & Accreditation (C&A) - Certification and Accreditation is a process that ensures that systems and major applications adhere to formal and established security requirements that are well documented and authorized. Certification and Accreditation is required by the Federal Information Security Management Act (FISMA) of 2002. All systems and applications that reside on U.S. government networks must go through a formal C&A before being put into production, and every three years thereafter. Contracting Officer (CO) - An individual who has received specifically delineated written authority to enter into, administer, or terminate contracts and make related determinations and findings. The CO is responsible for ensuring performance of all necessary actions for effective contracting and safeguarding the interests of the United States in its contractual relationships. Contracting Officer Representative (COR) - is a business communications liaison between the United States government and a private contractor. The COR ensures that all required documentation and data are submitted in accordance with the procurement deliverable schedule. There are limits to the authority delegated to the COR. The COR is not authorized to make any commitments or obligations on behalf of the government. The COR may not grant the contractor permission to deviate from the requirements stated in the contract, nor direct the contractor to perform any work outside that stated in the contract. Controlled Substance - Drugs whose general availability is restricted (in the United States by the Drug Enforcement Agency (DEA); any one of a number of drugs or other substances which are strictly regulated or outlawed because of their potential for abuse or addiction. The MID-SOUTH CMOP processes Schedule III (C-III), Schedule IV (C-IV), and Schedule V (C-V) controlled substances only. Data Transfer Agreement A DTA establishes the terms and conditions under which the MID-SOUTH CMOP will provide, and the contractor will use transmitted data for paperwork print and insertion services. Double-Pouched Mylar Bag A shipping container with two separate storage areas that may be sealed independently from each other. Interface Control Document (ICD) - The ICD describes the interface protocol requirements for document print between the MID-SOUTH CMOP and the contractor. Manifesting/Transportation Contractor A contractor pre-selected from an existing VA Blanket Purchase Agreement (BPA) to provide parcel consolidation and transportation services. Parcels will be tendered from the MID-SOUTH CMOP to the Paperwork Print and Insertion contractor, who will in turn tender the parcels with completed paperwork to a predetermined Transportation Contractor or mail manifester. National Agency Check and Inquiries (NACI) - Personnel security investigation for access to classified information conducted by the Office of Personnel Management, combining a national agency check and written inquiries to law enforcement agencies, former employers and supervisors, references, and schools as well as a credit check. Over-the-Counter (OTC) Drugs - OTC drugs are medicines that may be sold directly to a consumer without a prescription from a health care professional. Prescription Medication - A licensed medicine that is regulated by legislation to require a prescription before it can be obtained. Parcel A package containing prescription medications, OTC drugs, or other supplies to be shipped by the MID-SOUTH CMOP to a veteran patient. Quality Control Program (QCP) A QCP is a procedure or set of procedures intended to ensure that a manufactured product or performed service adheres to a defined set of quality criteria or meets the requirements of the client or customer. VPN - A virtual private network (VPN) is a network that uses a public telecommunication infrastructure, such as the Internet, to provide remote offices or individual users with secure access to their organization's network. 5. Contractor s Responsibilities Transportation of Parcels from MID-SOUTH CMOP to Contractor Site The contractor shall provide all labor, administrative support, equipment and incidentals necessary to provide pick-up, transportation to contractor location, parcel specific document print and insertion of printed documents into the unique parcel for which the documents are intended, and tendering of parcels to a transportation contractor. The MID-SOUTH CMOP will provide parcels packaged in double-pouched Mylar bags, or boxed in various sized cardboard boxes. The double-pouched Mylar bag is unique to the MID-SOUTH CMOP and it provides a mechanism where completed prescription orders can be placed and sealed in one section of the double-pouched Mylar bag while the open pouch is available for the contractor to place and seal printed materials into the parcel. When boxes are processed, the contractor shall provide and utilize an opaque sleeve to use to securely affix printed materials to the box. The MID-SOUTH CMOP parcels shall contain legend pharmaceuticals, controlled substances, over-the-counter medications, and/or medical/surgical supply items. Parcels will be accumulated at the MID-SOUTH CMOP into transport containers.   Parcels may be transported in un-secured Bulk Mail Containers (BMCs) or other un-secured container from an outside source. Contractor provided containers are acceptable for this purpose.   The contractor shall protect all parcels from theft or diversion while they are in the contractor s possession. The contractor shall ensure that all parcels tendered to the transportation contractor are acknowledged as received by the transportation contractor by reconciliation of an electronic manifest. The contractor will be provided exclusive access to one (1) loading dock bay on the south side of the MID-SOUTH CMOP facility that is suitable for semi-trailer loading. The contractor shall alternately spot (empty trailer parked, full trailer removed) a 53-foot trailer compatible to a dedicated loading dock for continuous loading by MID-SOUTH CMOP personnel throughout each production shift. At the completion of a production shift, the contractor shall remove the filled trailer, spot another 53-foot trailer at the loading dock, and then transport the filled trailer to the contractor facility for continued processing by the contractor. The contractor shall furnish seals for securing trailers. The seal can be plastic or aluminum, digit numbers marking on each unit, fixed loop or pull-tight feature to indicate potential tampering, and recommended for truck trailers usage. The seal should be intact when the truck reaches the contractor s facility. The contractor shall investigate any broken seals and notify the Contracting Officer Representative (COR) immediately. Documentation of seal number and number of containers per truck/load will be double verified by CMOP loading staff. Containers will remain locked or in a secure environment once removed from the truck in the contractor s area until ready for processing. Carts and locks will be returned on each empty truck back to MID-SOUTH CMOP. Pickups will be at least twice a day with a schedule that is mutually agreeable with the Murfreesboro CMOP and the Contractor to accomplish the requirement. Day of Week* Pickup No. 1 Pickup No. 2 Monday 3:00am 2:30pm Tuesday 3:00am 2:30pm Wednesday 3:00am 2:30pm Thursday 3:00am 2:30pm Friday 3:00am 2:30pm Saturday** 12:30am *All information is subject to change based on workload. **All packages will be completed and delivered to contractor by shift end Friday night/Saturday morning (12am) so parcels can be tendered to the transportation vendor within 12 hours or receipt by the contractor. The frequency of pickups may change based on workload. The contractor shall be responsible for coordinating as many pickups per day as needed to meet the needs of the MID-SOUTH CMOP facility. The MID-SOUTH CMOP facility will give a minimum of three (3) business days notice to make a change to the routing frequency schedule, including any Saturday or Federal holiday pick up that may be needed. The contractor shall work shifts which are most efficient to process parcels from MID-SOUTH CMOP to the transportation contractor in the next pick-up period, with turnaround never exceeding 12 hours. Due to the twelve (12) hour turnaround required of the contractor, the contractor s facility may be no more than 100 miles distance measured via MapQuest from the MID-SOUTH CMOP in order to maintain timeliness. The contractor is responsible for the safekeeping and preservation of all parcels processed under the terms of this contract. A building security system shall be utilized. Limited access to the parcel management area must be maintained and monitored. Documentation of access for specific timeframes must be maintained. Property being transported shall require liability insurance coverage by the contractor with a minimum value of $1,000,000.00 per vehicle/pick-up. The contractor shall provide $5,000,000.00 insurance policy to cover medication loss due to perils such as fire, tornado, employee theft, etc. Copies of the contractor s insurance policy must be provided to the contracting officer prior to award. All staff must have National Agency Check with Inquiries (NACI) background check before working in the drug/package environment. The contractor shall designate a point-of-contact (POC) that shall serve as a liaison between the contractor and the MID-SOUTH CMOP. The liaison will be the day-to-day POC to manage business contact between the contractor and the MID-SOUTH CMOP. Paperwork Print and Insertion into Parcels The contractor shall provide all equipment, personnel, supervision, and support required to print and insert all paperwork associated with each unique parcel or box as outlined in Attachment #1 Package Insert Printing and Interface Control Document (ICD). The ICD presents the software interface requirements that the contractor shall utilize between the VA CMOP System and an external contractor system. The purpose of the Interface Control Document is to specify interface requirements to be met by the participating systems. It describes the concept of operations for the interface, defines the message structure and protocols which govern the interchange of data, and identifies the communication paths along which the data is expected to flow. The contractor shall design their infrastructure and business practices consistent with the ICD. Each parcel or box is pre-labeled by the MID-SOUTH CMOP with a mailing label that has a barcode that contains specific information about the parcel and the paperwork that is required for insertion into that parcel. The contractor shall have a VA approved Site to Site VPN or secure FTP connection to connect with VA Servers as outlined in the ICD. Once this interface is established between with the contractor, and the contractor has equipment and personnel in place for paperwork printing, scanning the barcode on the parcel label will initiate the print of all paperwork associated with the parcel. The ICD describes three file types associated with parcel specific paperwork: File Type Information Contained in Section TRN Patient information to print refill, non-refill, and or co-pay document. TXT Patient Medication Information (PMI) PDF Medication Guide Depending on the nature of the item(s) contained in the parcel, the printed materials may contain one, all, or a combination of the TRN, TXT, and/or PDF files for paperwork print. Printed documents will contain patient specific information including the patient s name and the name of the medication that the patient is prescribed. This combination of information is considered to be protected health information. The contractor shall safeguard disclosure of protected health information under the provisions of the Health Insurance Portability and Accountability Act (HIPPA), and other acts as required. The contractor shall protect and safeguard electronic data transmitted between the MID-SOUTH CMOP and the contractor during the normal conduct of business. The contractor shall maintain a Data Transfer Agreement (DTA) and a Business Associate Agreement (BAA) with the government. Any computer network or systems used by the contractor in under the provisions of this contract shall be Certified & Accredited by an approved organization. All electronic data and computer system security requirements outlined elsewhere in this solicitation shall be followed by the contractor. The contractor shall provide the materials for paperwork print. Paper will be 8 ½ x 14 inch, 24lb, white bond (minimum #1), a minimum of 88 brightness. Font will be no less than 9 point, legible, and conform to VA standard. A barcode (128 format) is necessary for each prescription order to facilitate refill information. Once all paperwork associated with the parcel is printed, the contractor shall neatly place the printed pages into the unsecured pouch of a double-pouched Mylar parcel and secure the paperwork in the pouch. For boxed items the contractor shall place the printed paperwork in a secure, opaque sleeve and affix it to boxed items in such a manner that transportation handling and machinery cannot tear or otherwise remove the sleeve from the box. The contractor s paperwork print and insertion business practices shall provide safeguards (crosschecks) that assure the correct paperwork for each parcel is placed and sealed in the correct parcel. The contractor shall assure with 100% accuracy that the printed paperwork is specific to the patient identified on the parcel label provided from the MID-SOUTH CMOP. The contractor shall provide verification that all parcels required for processing were received from the MID-SOUTH CMOP. If a check between the MID-SOUTH CMOP transmitted parcel information and the physical receipt of parcels by the contractor identifies missing items, the contractor POC will notify the MID-SOUTH CMOP immediately by e-mail and/or within 2-hours of discovery. Duplicate Parcels: The contractor shall return all parcels that do not have a unique parcel ID number assigned. Both the original parcel and duplicate parcels must be returned to the MID-SOUTH CMOP within 24 hours. Recalled Parcels: The MID-SOUTH CMOP may have the need to recall a parcel while it is in the possession of the contractor. If a parcel recall is necessary, the MID-SOUTH CMOP will provide the following information: name, address, zip code, PackageID. The contractor shall develop business practices that confirms and acknowledges the receipt of a parcel recall notice from the MID-SOUTH CMOP. The contractor shall possess the means to identify recalled parcels during processing and to sequester all recalled parcels for return back to the MID-SOUTH CMOP. Once a recall is initiated, the contractor shall continue to search for parcels until all are found or the MID-SOUTH CMOP clears to contractor from continued searching. The contractor shall isolate any parcel that is received damaged or that has problems where the parcel cannot be processed. The contractor POC shall return all damaged or otherwise unserviceable parcels to the MID-SOUTH CMOP on the next available truck in a sealed container. Parcels that are returned to the MID-SOUTH CMOP must be identified with the reason for return. Upon return to the MID-SOUTH CMOP, the driver and MID-SOUTH CMOP must complete a chain of custody and itemize each parcel on the return log maintained by the MID-SOUTH CMOP. This log lists the following information about each parcel: address, PackageID, reason for return, date parcel was received by the contractor, date and time of return, chain of custody lines. Tendering of Completed Parcels to a Manifesting/Transportation Contractor Once all paperwork is complete for each unique parcel and sealed or otherwise secured in the second pouch of a Mylar bag or sleeve on a box. The paperwork insertion contractor shall gather all completed parcels for transportation to the manifest/transportation contractor. The paperwork insertion company will stage finalized product in an agreed upon container that is compatible with the requirement of the manifesting/transportation contractor designated by the MID-SOUTH CMOP. All completed parcels shall be staged and stored in a secure manner such that the contractor can assure the safety and security of all items. From the staging and storage area, the print contractor shall provide dock access to the manifesting/transportation contractor selected by the MID-SOUTH CMOP. The print contractor shall load all containers of parcels onto trailers supplied by the manifesting/transportation contractor. All completed parcels will be tendered to the manifesting/transportation contractor at time to be determined by the MID-SOUTH COMP, the manifesting/transportation contractor, and the paperwork print and insertion contractor. Quality Control Program and Activities, Reporting, and Billing The contractor shall establish, implement, and maintain a Quality Control Program (QCP) to ensure contract services are provided as specified in this contract. The contractor shall submit the QCP to the Contracting Officer (CO) upon contract award for review and comment. The contractor shall update the QCP as changes occur and submit changes to the CO as required. As a minimum, the contractor s QCP shall contain the following items. A description of the inspection system to cover all services. The description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s). A description of the methods to be used for identifying and preventing defects in the quality of service performed. The contractor POC shall communicate verbally and by e-mail with the MID-SOUTH CMOP concerning errors, complaints or other issues. All complaints or concerns shall be addressed within 24-hours or less. The contractor shall investigate, track and trend all errors. A parcel that contains the incorrect printed paperwork is considered to be a medication error and it may also be a HIPPA violation where protected health information was incorrectly disclosed. The contractor shall provide a corrective action plan to the COR if medication errors or complaints are recurrent. All errors reported by customers will be reported by MID-SOUTH CMOP to the contractor immediately. The contractor shall print and insert all paperwork into parcels and tender completed parcels to the MID-SOUTH CMOP specified transportation contractor within twelve (12) hours of pickup from the MID-SOUTH CMOP ninety-five (95%) of the time. The contractor shall provide real-time electronic data back to the MID-SOUTH CMOP for each parcel that indicates the time of pickup from the MID-SOUTH CMOP, the time that paperwork print and insertion was completed, and time each parcel was tendered to the MID-SOUTH CMOP specified transportation contractor. The contractor shall provide a monthly timeliness report by the 5th of the month. This report shall indicate the total number of parcels processed and the turnaround time for each type based on the date/time the contractor took possession of the parcel and the date/time the parcel was tendered to the MID-SOUTH CMOP specified transportation contractor. The report shall also indicate the ratio of timeliness to total parcels processed for each type. On a monthly basis, the MID-SOUTH CMOP will provide the contractor with quality assurance reports that were received detailing instances where incorrect paperwork was placed in a parcel. The contractor shall investigate each error and track and trend errors to identify the root cause or point-of-failure. The contractor POC shall respond to errors or complaints and provide a follow-up report within twenty-four (24) to forty-eight (48) hours of notification. Errors or other quality issues shall be tracked and trended by the contractor and reported as a monthly report that details the ration of errors to total parcels processed by type. The error rate should never exceed 3.4 occurrences per 1,000,000 parcels processed. The contractor shall provide a monthly reconciliation report by the 5th of the month that indicates the number of parcels tendered to the MID-SOUTH CMOP identified transportation contractor against parcels provided to the contractor by the MID-SOUTH CMOP. Each shipment from the MID-SOUTH CMOP to the contractor is expected to reconcile 100%. The contractor shall provide a report about each parcel that did not reconcile. The contractor shall provide a monthly report by the 5th of the month that details parcel specific information for all returned or recalled parcels. This report shall contain the following parcel specific information: address, PackageID, reason for return, date parcel was received by the contractor, date and time of return, chain of custody lines. The contractor shall provide/create new reports (at no additional cost) to meet CMOP reporting requirements and needs within two (2) weeks of the initial request. The contractor shall invoice the MID-SOUTH CMOP for paperwork print and insertion services on a weekly basis. The contractor shall bill for service on a per parcel rate, so the invoice should reflect the number of parcels processed times the per parcel document print and insertion fee. The contractor shall provide billing data electronically for each one (1) week period in arrears. Each parcel processed by the contractor for the billing period shall be identified by PackageID and grouped and sorted by customer site code. This data will be used by the MID-SOUTH CMOP for reconciliation prior to payment. SERVICES SUMMARY Performance Objective PWS Reference Performance Threshold Parcels completed and ready for pick up no less than 12 hours from receipt 5.1.10 100% Submittal of required reports 5.4.8, 5.4.11, 100% Recall of parcels on next available carrier 5.2.13 100% Safeguards protecting patient information 5.2.10 100% Resolve complaints in 24 hours or less 5.2.12, 5.4.3 No more than three (3) complaints per year exceeding 24-hour resolution SPECIAL CONTRACT REQUIREMENTS 7.1 PHASE IN PERIOD: A phase-in period may be needed to convert operations from the incumbent contractor to the successor. Contractor receiving this award shall be required to provide support for future phase-in-period between the incumbent contractor and the successor. The effective date of the contract resulting from this solicitation shall be ninety (90) calendar days (or sooner upon mutual agreement) for the phase in period after the date of award. Contractor shall ensure that sufficient manpower is available during the conversion (see FAR 52.237-3 Continuity of Service). TRANSFER OF SERVICES: The Mid-South CMOP is transitioning operations to the Elam Farms location. As this transition progresses, the contractor shall have reduced workload. Contractor shall ensure that sufficient manpower is available during the transition for both Sam Jared and Elam Farms locations. CONTRACTOR S RESPONSIBILITIES: The contractor shall ensure each person performing work under this contract has the appropriate training as required by Health Insurance Portability and Accountability Act of 1996 (HIPAA), JCAHO, OSHA, National CMOP Policy Memorandum 00-010 Privacy Policy and Procedures; National CMOP Policy Memorandum, IIT-00 Information Security. The Department of Veterans Affairs Mid-South CMOP is not liable for injury either personal or property to the contractor or his/her employees that may occur during the performance of the contract. The contractor shall maintain personal liability and property damage insurance prescribed by the State of Tennessee. Before commencing work under the contract, the contractor shall furnish the Contracting Officer, a certificate of insurance indicating the coverage outlined in the solicitation. CHANGES: Only those services specified herein are authorized. Before performing any service of a non-contract value, the contractor shall advice the Contracting Officer of the reasons for additional work in writing. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer. The Contractor shall not accept any instruction issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designation with the Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA computer designated as sensitive. Contractor and subcontractor personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. U.S. law requires companies to employ only individuals who may legally work in the United States either U.S. citizens, or foreign citizens who have the necessary authorization. This contract requires contractor personnel to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.. The cost for such investigations shall be borne by the Contractor. The Government on the basis of the type of access required shall determine the level of sensitivity. The level of sensitivity will determine the depth of the investigation and cost thereof. The services under this contract are rated Low Risk Level. A National Agency Check with Inquires is required for all personnel. The total cost is approximately $150.00 USD. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of contractor personnel. Background investigation shall not be required for contractor personnel who will not be required to access VA computer systems not gain access to sensitive materials. ESTIMATED VOLUME: The number of prescriptions, packets, and packages specified in the schedule are estimated and are subject to change. The Government is not obligated to purchase any specified amount of services under the resultant contract, but will be obligated to make payment for all services requested and received in the quantities and of quality requested. If Government does not achieve the estimated volume of purchases, the contractor hereby waives any right to collect monies for the difference between the estimated volume stated in this solicitation and the actual volume purchased under the resultant contract. The Contractor cannot require the Government to purchase the estimated volume stated in the solicitation. BUSINESS ASSOCIATE AGREEMENT: The vendor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services as mandated by the health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ( Privacy Rule ); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ( Standard Rule ). Pursuant to the privacy and Security Rules, the vendor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI. Any purchase order resulting from this action incorporates the Business Associate Agreement terms and conditions. Vendors shall also be responsible for compliance with all Federal Information Security Management Act (FISMA). SECURITY In addition to all requirements of the Business Associate Agreement between the Department of Veterans Affairs Health Administration and the awarded contractor; the contractor must encrypt all data stored, transacted, or created to fulfill or support the terms of the VA contracts and contractual agreements as per this directive and national Institute of Standards and Technology, federal Information processing Standards Publication 140-2, Security Requirements For Cryptographic Modules. The contractor must provide a written statement within sixty (60) calendar days to the Contracting Officer stating that the awarded company is to comply with all encrypt data stored, transacted, or created to fulfill or support the terms of VA Contracts. The awarded contractor must meet all security requirements specified by VA Directives and Handbooks. NIST SP 800- 47 Security Guide for Interconnecting Information technology Systems guidance for planning, establishing, maintaining, and disconnecting systems must be rigorously followed. Every MA and GSS must have the following interconnectivity documents completed when they are interconnected to systems outside VA owned and operated space. This includes contractor operated systems processing VA data that are located outside VA owned and operated spaces: A Memorandum of Understanding/Agreement (MOU/A) that describes the terms and conditions for sharing data and information resources in a secure manner. The MOU/A must be signed by both parties to the agreement. The signatories should be the authorizing official or local system owner or program management. The MOU/A must define the purpose of the interconnection; identify relevant authorities; specify the responsibilities of both organizations; and define the terms of the agreement, including apportionment of costs and timeline for terminating or reauthorizing the interconnection. The MOU/A should include security Points of Contact (POC) so that each side of the connection can contact the appropriate persons in the event of a serious security incident that may impact the interconnected partner. The MOU/A should not include technical details pertaining to how the interconnection is established or maintained; that is the function of the Interconnection Security Agreement (ISA). An Interconnection Security Agreement (ISA) that specifies the technical and security requirements for establishing, operating, and maintaining the interconnection. The ISA supports the MOU/A by specifically documenting the requirements for connecting the IT systems. It describes the security controls that must be used to protect the systems and data, contains a topological drawing of the interconnection and provide a signature line. A System Interconnection Implementation Plan (SIIP) that describes all aspects of the interconnection effort, centralizes them on one document, and clarifies how and when technical requirements, specified in the ISA, must be implemented. The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard order language, conditions, laws, and regulations. The contractor s firewall and web server shall meet or exceed the Government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and VA Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation. All contractor employees and subcontractors under this order are required to complete the VA s on-line Security Awareness Training Course and the Privacy Policy Training Course (https://www.tms.va.gov/learning/user/login.jsp) annually. Contractors must provide signed certifications of completion to the Contracting Officer during each year of contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). Upon completion of the courses, contractor employees will be able to print certificates that should be retained for the fiscal year. Upon completion of the course the employee will print a certificate of completion that should be retained every fiscal year. If you have any questions pertaining to the Privacy Training Requirement, please contact the COR. VA s Employee Education System (EES) is responsible for the VHA Privacy Policy Training web site. If you have difficulty accessing the course or registering for the course, please contact the EES Privacy Help Desk at eesprivhlpdsk@irn.va.gov. All personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by the Department of Veterans Affairs. Contractor must adhere to the following: Controlled access to system and security software and documentation. Recording, monitoring, and control of passwords and privileges. All terminated employees are denied physical and logical access to all data, program listings, data processing equipment and systems. VA, as well as any contractor (or subcontractor) systems used to support testing, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/3fa1e681843e90dc79471d9d53f6a79d)
 

Document(s)

Attachment
 

File Name: VA770-17-R-0348 VA770-17-R-0348.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3551136&FileName=VA770-17-R-0348-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3551136&FileName=VA770-17-R-0348-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA CMOP Murfreesboro;5171 Sam Jared Drive;Murfreesboro, TN

Zip Code: 37130
 

Record

SN04532711-W 20170607/170605235055-3fa1e681843e90dc79471d9d53f6a79d (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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