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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 10, 2017 FBO #5739
DOCUMENT

Q -- PHARMACISTS AND PHARMACY TECHNICIANS - Attachment

Notice Date: 8/8/2017
Notice Type: Attachment
NAICS: 621399 — Offices of All Other Miscellaneous Health Practitioners
Contracting Office: Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
ZIP Code: 37129
Solicitation Number: VA24917R0744
Response Due: 9/8/2017
Archive Date: 11/7/2017
Point of Contact: Dana Dixon
E-Mail Address: Contracting Officer
(dana.dixon@va.gov)
Small Business Set-Aside: Service-Disabled Veteran-Owned Small Business
Description: (i) This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Subpart 12.6, and is being conducted under FAR Part 13; Simplified Acquisition Procedures. VA will conduct the procurement according to a combination of FAR Part 12, Acquisition of Commercial Items and Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. (ii) This request for proposal (RFP) is issued as a Small Disabled Veteran Owned Small Business (SDVOSB) set aside and offerors should submit a written proposal for RFP VA249-17-R-0744. The Government requires that all Contractors doing business with this office be registered with System for Award Management (SAM). No award can be made to a company not registered in SAM. For additional information and to register in SAM, please access the following web site: https://www.sam.gov/. Please ensure that the representations and certifications are completed to allow Contracting Officers to determine your business size and any additional socio-economic categories, if applicable. In order to register, all firms must have a Dunn & Bradstreet Number. A Dunn & Bradstreet number may be acquired free of charge by accessing the Dunn & Bradstreet website at https://iupdate.dnb.com/iUpdate/newUserLogin.htm or by phone at (800) 234-3867. (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-95, January 13, 2017. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/VAAR (VAAR). (iv) This solicitation is issued as a set aside for Service Disabled Veteran Owned Small Business (SDVOSB). The North American Industry Classification System (NAICS) code is 621399 and the size standard is $7.5M. (v) CONTRACT ADMINISTRATION DATA Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: Company Name: Administrative Contact: Clinical Contact: Title: Address: City/State/Zip: Overnight Mailing Address (if different from above): _______________________________________ Email: _______________________________________ Alternate email _______________________________________ Tax ID No.: _______________________________________ DUNS No.: _______________________________________ b. GOVERNMENT: Dana Dixon, Contracting Officer (CO) Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129 Overnight Mailing Address: Same as above Phone: (615) 225-3356 Fax: (615) 849-3789 Email: dana.dixon@va.gov 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.232-33 Payment by Electronic Funds Transfer-System for Award Management. 3. INVOICES: Invoices shall be submitted in arrears: Monthly 4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NO DATE LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes 852.219-10 VA Notice of Service-Disabled Veteran Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (vi) This combined synopsis/solicitation is for the following commercial service: The Contractor shall provide the following services when requested. A minimum of one (1) up to five (5) Licensed Pharmacist(s) and a minimum of one (1) up to five (5) Certified Pharmacy Technician(s) as required by the Department of Veterans Affairs Healthcare System; hereinafter called VA, Tennessee Valley Healthcare System, Nashville/Murfreesboro, Tennessee, with the actual number of staff at a specific campus location needed at any one time directly dependent upon workload requirements by the Pharmacy service. Place of Performance: The Tennessee Valley Healthcare System (TVHS) is a dual campus facility with locations in both Nashville and Murfreesboro, Tennessee. Services may be provided on-site at either site depending on contracted staff necessity and are located at: Tennessee Valley Healthcare: 1310 24th Avenue South, Nashville, TN 37212 in the Pharmacy Service department Or Alvin C. York Campus: 3400 Lebanon Pike, Murfreesboro, TN 37129 PRICE/COST SCHEDULE: Pricing Instructions: The requirement is for a minimum of 1 up to 5 Pharmacists and Pharmacy Technicians at 2080 hours per year. Offerors should propose the maximum amount of 5 candidates for each CLIN. The contract guaranteed minimum amount is $444,652.00 and the maximum combined contract amount shall not exceed $5,558,150.00. All quantities are estimates and all unit prices must be quoted as ALL INCLUSIVE firm-fixed prices including per diem, housing, and costs of all required security clearances. Base Period: April 1, 2018 through March 31, 2019 CLIN No. Description Estimated Qty. Unit Unit Price Total Cost 0001 Licensed/Certified Pharmacist (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ 0002 PTCB Certified Pharmacy Technician Locum Tenens (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ Option Period One: April 1, 2019 through March 31, 2020 CLIN No. Description Estimated Qty. Unit Unit Price Total Cost 1001 Licensed/Certified Pharmacist (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ 1002 PTCB Certified Pharmacy Technician Locum Tenens (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ Option Period Two: April 1, 2020 through March 31, 2021 CLIN No. Description Estimated Qty. Unit Unit Price Total Cost 2001 Licensed/Certified Pharmacist (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ 2002 PTCB Certified Pharmacy Technician Locum Tenens (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ Option Period Three: April 1, 2021 through March 31, 2022 CLIN No. Description Estimated Qty. Unit Unit Price Total Cost 3001 Licensed/Certified Pharmacist (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ 3002 PTCB Certified Pharmacy Technician Locum Tenens (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ Option Period Four: April 1, 2022 through March 31, 2023 CLIN No. Description Estimated Qty. Unit Unit Price Total Cost 4001 Licensed/Certified Pharmacist (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ 4002 PTCB Certified Pharmacy Technician Locum Tenens (a minimum of 1 up to 5) 5 2080 Hours $______/hr $_______ Total for Licensed Pharmacist(s): $________________________ Total for Certified Pharmacy Technician(s): $________________________ GRAND TOTAL: $___________________ The offeror is instructed to include all other than price and cost information supporting the proposed price as directed in Instructions to Offerors addendum to 52.212-1. (vii) ORDERING PROCEDURES Task Order Procedures a. This contract type allows the Veteran Affairs Network Contracting Office (NCO 9) contracting officers to place orders with the Contractors on an as needed basis. In accordance with the Federal Acquisition Regulation (FAR) Clauses 52.216-18, Ordering. NCO 9 will obligate the funding and order the services by issuing a task order. A funded task order may only be awarded and issued by a warranted Contracting Officer. Any changes to this contract may only be made by a written modification which is formally executed between the contractor and the Contracting Officer. b. A Task Order shall be issued to contractors when services are required. c. The Contractor shall initiate work when directed by a Task Order issued by the Contracting Officer. No work under any Task Order shall be performed unless specifically authorized by the Contracting Officer. Approval of a Task Order shall not constitute approval to exceed any item listed in the contract or general provisions of the contract. The total dollar amount of all task Orders shall not exceed the overall Maximum Order Limitation (MOL). The contractor shall not exceed the estimated task order amount, or change the task order without prior written approval of the Contracting Officer. d. In event the Contractor is unable to fulfill the task order requirements for whatever reason; the government reserves the right to fulfill its need outside of this contract. A written confirmation from the contractor indicating the inability to fulfill the task order is immediately required. The quantity of hours ordered on the unfilled task order will be applied to the minimum quantity. The government s right to fulfill its need outside this contract(s) does not waive its right to the issuance of a cure notice nor does it waive its right to terminate for default. Task Order Issuance Procedures The terms that apply to the issuance of Task Orders under this contract are set forth below: a. Once a need arises, the Contracting Officer or his/her authorized designated Contracting Officer Representative (COR) will notify the contractor that a requirement exists. The contracting officer will then issue a task order. Orders may be issued electronically via e-mail, regular mail, facsimile, or other authorized electronic means. b. The estimated hours for performance of each task shall be set forth in each task order. Each task order shall not exceed the hour s specified and total amount obligated for each task order. The total amount of all task orders shall not exceed overall Maximum Order Limitation (MOL) provided in FAR Clause 52.216-19 (b)(2). Task Order Pricing a. Task order prices shall be Firm-Fixed-Price (FFP) as agreed to in the contractor s schedule and individually funded. The Unit Price is an all-inclusive cost. All-inclusive cost is defined to include travel, lodging, per diem, fringe benefits, i.e., life insurance, social security, federal, state, and local taxes, plus all other costs pertinent to the performance of this Contract. b. The contracting officer may request a price reduction in any task order requirement and the contractor maintains the options to offer reduced prices for individual task orders. c. Each task order must include the following: Contract Number and Task Order Number Place of Performance Estimated Hours of Performance Period of Performance or Delivery date Proper invoicing funding code. Task Order Performance Period Each task order shall have an established period of performance or delivery date. Individual Task order shall not exceed a 12-month period. Upon completion of each task order, the contractor shall submit applicable reports as required in this contract. Particularly and as prescribed in FAR Part 4.1705(a) and contracts Clause 52.204-15 Service Contract Reporting Requirements for Indefinite Delivery Contracts where one or more orders issued thereunder are expected to each meet or exceed the thresholds at FAR 4.1703, the contractor shall submit the report to www.sam.gov, annually by October 31, for services performed under this contract during the preceding FY Year (October 1-September 30). The contractor is hereby put on notice that non-compliance with the above reporting requirements will have a strong effect on your annual Contract Performance Assessment Reporting System (CPARS). (viii) PERFORMANCE WORK STATEMENT The contractor shall provide a minimum of one (1) and a maximum of up to five (5) Licensed Pharmacist(s) and a minimum of one (1) and a maximum of up to five (5) Certified Pharmacy Technician(s) as required by the Department of Veterans Affairs Healthcare System; hereinafter called VA, Tennessee Valley Healthcare System, Nashville/Murfreesboro, Tennessee. The actual number of staff needed at any one time and the specific campus location needed are directly dependent upon workload requirements by the Pharmacy service. The Pharmacist(s) and Technician(s) primary function is to provide professional expertise in the Inpatient/Outpatient Section as assigned by Pharmacy Management, Tennessee Valley Healthcare System (TVHS) Pharmacy Service, on a rotational basis, and be directly involved in all aspects of the preparation and dispensing of pharmaceuticals, monitoring the use of pharmaceuticals, organizing, and prioritizing tasks. The Contractor shall provide as a minimum, but not limited to, the following services: A. SPECIFIC DUTIES AND RESPONSIBILITIES: (as assigned): Pharmacists: Verify physician's orders to be complete and appropriate for dose, route, and frequency. Screening orders for incompatibilities, patient allergies, and drug interactions. Provide basic consultant information concerning drug therapy to physicians, nurses, and health care professionals. Evaluates patient's ability to understand medication instructions, and provides oral and written counseling on their drug therapy. Clarifies and resolves all identified problems relating to patient drug therapy. Refers all matters requiring administrative action to the supervisor. 6. Monitors patients for and documents all pharmaceutical problems. Perform final professional review of medication to be dispensed to inpatient areas (unit dose carts) and/or fills unit dose carts independently without secondary review. Appropriately restocks and/or oversees restocking of all medication/pharmacy items in Pyxis � cabinets throughout healthcare system. Manufactures uncomplicated and/or complicated parenteral admixtures to be delivered in the form of large volume, small volume, infusion syringe or other modality as required. Correctly selects and measures appropriate ingredients, mixes ingredients in a safe and effective manner, inspects the final product for accuracy, suitability and elegance, labels the product, maintains records of the manufacturing process and supplies the product for final delivery to the patient. Accurately dispenses prescriptions and medication orders by selecting correct product based on label requirements and assures each item is dispensed and labeled according to all applicable standards. 12. Operates automated prescription filling and queuing systems to process patient medication orders. 13. Operates automated repackaging and bar-coding systems for inpatient unit-dose medications. 14. Actively participates in the quality assurance program. 15. Ensures that appropriate records are kept for the pharmacy-related activities of the Pharmacy Service. 16. Assumes responsibility for compliance with Joint Commission and other departmental and facility-wide quality assurance reviews and monitors. 17. Conforms to existing VA regulations and policies. 18. Demonstrates effective interpersonal communications with patients, their families and staff. Pharmacy Technicians: Performs final review of medication (prepared by another technician) to be dispensed to inpatient areas (unit dose carts) and/or fills unit dose carts independently without secondary review. 2. Appropriately restocks all medication/pharmacy items in Automated Dispensing Cabinets (ADC) throughout healthcare system. 3. Manufactures uncomplicated and/or complicated parenteral admixtures to be delivered in the form of large volume, small volume, infusion syringe or other modality as required and in full compliance with USP797 and USP 800. 4. Correctly selects and measures appropriate ingredients, mixes ingredients in a safe and effective manner, inspects final product for accuracy, suitability and elegance, labels the product, maintains the records of the manufacturing process and supplies the product for delivery. 5. Accurately fills prescription orders for final pharmacist check by selecting correct product based on label requirements and assures each item is filled and labeled according to all applicable standards. 6. Operates automated prescription filling system to process patient medication orders. 7. Operates automated system to ensure appropriate repackaging and barcoding of inpatient unit-dose medications. 8. Function as a Patient Relations Assistant in Telephone Care Call Center as required. 9. Actively participates in the quality assurance program. B. QUALIFICATIONS: Personnel assigned by the contractor to perform the services covered by this task order must have a current and unrestricted pharmacist license in a State, Territory, or Commonwealth of the United States or the District of Columbia (Pharmacists) or a current certification by the Pharmacy Technician Certification Board (PTCB) (Technicians). Personnel assigned by the contractor to perform the services covered by this task order shall be proficient in written and spoken English (38 USC 7402). Contractor s assigned personnel must be computer literate as patient documentation is directly processed in the patient s electronic medical record. The qualifications of such personnel shall also be subject to review by the VA Chief of Pharmacy or designee and approved by the VA Facility Director if required. The Contracting Officer will be notified prior to any changes in personnel. VA reserves the right to approve or disapprove the assignment of individual personnel furnished by the contractor to perform the functions specified in the task order. The personnel assigned by the Contractor must complete VA credentialing process as required. If services are required, they shall be provided within two (2) weeks of receiving notice of contract award. The Healthcare System will make every attempt to notify the Contractor at least two weeks prior to the time needed or prior to the time needed to release the contract employee. In the event of an emergency ore unanticipated absence, the notification period will be less and the contractor will be expected to provide coverage within two days of notification. Contractor will make every effort to maintain consistency of assigned staff at the VA at all times for training, security, and continuity purposes. Contractor s employee: Must be a U.S. Citizen and have current licensure/certification in good standing with a U.S. Board of Pharmacy as a pharmacist or the PTCB as a technician. Must possess malpractice coverage (pharmacist). The contracted individual will be required to show two proofs of identification as requested. Acceptable proof of identification is listed below: Acceptable PICTURE IDs: State-Issued Drivers License State DMV-Issued ID Card US Passport Military ID/Dependents Card Foreign Passport Permanent Resident Card/Alien Registration Card w/Photo Acceptable NON-PICTURE IDs: Social Security Card Certified Birth Certificate State Voter Registration Card Native American Tribal Document Certificate of US Citizenship Certificate of Birth Abroad Issued by Dept of State Physical Requirements: The contractor must provide documentation (as requested) that each proposed candidate has a current physical that demonstrates the ability to perform all aspects of the position, including standing and sitting for extended periods of time, ability to speak English, optimal customer service skills, visual and auditory acuity, etc. Credentials Requested: Contract Staff will be required to complete credentialing during this assignment. An application package will be provided by the VA to be completed by the candidate. This includes curriculum vitae, current references, signed release of information from candidate, and statement that candidate does not have any physical or mental health conditions that would adversely affect his/her ability to carry out assigned duties, and additional credentialing forms. Candidate will need to be enrolled in VETPRO by VA personnel and the candidate will also be required to make application through the VETPRO Internet process. The website address is: https://fcp.vetpro.org. Our facility ID number is: 0626 National Practitioner Identification (pharmacists): Contractor shall provide the VA with the contracted individual's National Practitioner Identification (NPI) number. If the contracted individual does not have a NPI number he/she must make application and receive the number prior to beginning work at the VA. The website for an on-line application is: https://nppes.cms.hhs.gov/NPPES/Welcome.do. It may take a few weeks to receive the NPI number so early application is advised. C. WORK HOURS/NATIONAL HOLIDAYS: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required, as requested, except in case of emergency, to furnish such services on holidays and off-duty hours as described below. The payments for any leave, including sick leave, holiday, or vacation time, are the responsibility of the contractor and are to be fully negotiated in advance. The VA should be informed in advance of the candidates time scheduled away from the work assignment. Work hours as assigned by Pharmacy Management may include: Monday through Sunday, rotating shifts (8.5 hour shift includes � hour for lunch) for a total of 40 hours per week, including Federal government holidays that the assigned area of Pharmacy is open for service. However, personnel may be required to work additional hours in an emergency, non-call basis. Contractor will be responsible for the overall provision of coverage within the timeframes annotated above without exception. The 10 holidays observed by the Federal Government are: New Year s Day (January 1st), Martin Luther King s Birthday (3rd Monday in January), Presidents Day (3rd Monday in February), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans Day (November 11), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th) and any other day specifically declared by the President of the United States to be a national holiday. When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. *If contractor works a federal holiday, no premium payment will be made.* D. SERVICES: 1. This is a non-personnel services contract. There is no employer-employee relationship between the VA and the contractor or the contractor s employee(s). 2. The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the pharmacy staff within the VA facility. 3. Other personnel necessary for the operation of the contracted services at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming. 4. Contractor is required to maintain medical liability insurance for the duration of this contract. Contractor must indemnify the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance. 5. The services to be performed by the contractor will be under the direction of the Chief, Pharmacy Service and/or his/her designee. The contractor will function under the general direction of a Pharmacy Manager. 6. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical and professional aspects of services rendered. E. JOINT COMMISSION STANDARDS: Whereas the contract does not require Joint Commission accreditation or other regulatory requirements regarding work competency, the Contractor must perform the required work in accordance with Joint Commission standards. The contractor is required to develop and maintain the following documents for each contractor employee working on the contract: credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors to perform a job correctly and skillfully which includes the knowledge and skills required to provide care for certain patient populations, as appropriate); and a current performance evaluation supporting ability of the contractor employee to successfully perform the work required in this solicitation. The contractor will provide to the VA COR current copies of these records at the time of contract award and annually on the date of task order award, or upon request, for each Contractor employee working on the contract. F. HHS/OIG: To ensure that the individuals providing services under the task order have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this task order. Further the Contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this task order the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. G. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA): Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. VA has recognized Locum Providers as entities that do not require a BAA with their contractors as long as they are conducting health care on VA s behalf Pharmacist qualifies as a medical service therefore, no BAA is required. H. CONFIDENTIALITY OF PATIENT RECORDS: a. The Contractor, as a VA provider, will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is considered to be a VA provider for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. b. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. I. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS - BACKGROUND INVESTIGATION: SAC (if order is less than 180 days and low risk) All Contractor Employees who require access to the Department of Veterans Affairs computer systems or who have access to sensitive information shall be required to have, at a minimum, a Special Agreement Check (SAC) which includes electronic fingerprinting. A Contractor Employee shall not perform any contract work (except for any other required orientation and training that does not require access to a VA computer system) until fingerprinting is completed by the local Human Resource Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. The Contracting Officer s Technical Representative shall facilitate the SAC process for the Contractor and Contractor Employee. If the SAC identifies potentially actionable issues in connection with a Contractor Employee and it is determined that the Contractor Employee needs to be removed, the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements. SACs and fingerprinting of Contractor Employees will be required even when an Employee will not be working on site at a VA Facility. The Contracting Officer can identify other options for accomplishing these SACs. NACI (required if order exceeds 180 days) All contractor employees who require access to the Department of Veterans Affairs' computer systems or have access to sensitive information shall be the subject of a background investigation. A contractor s employee shall not commence working at VA under contract until the Contracting Officer receives notification from the VA Office of Security and Law Enforcement that the contract employee s application was received complete. A favorable adjudication from the VA Office of Security and Law Enforcement must be received in order for a contractor employee to continue contract performance. This requirement is applicable to all subcontractor personnel. 1. Position Sensitivity - The position sensitivity has been designated as low risk. 2. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI). 3. Contractor Responsibilities a. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. b. It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under the task order in order for the background investigation process to commence. This list will include name (first, middle, last) social security number; date of birth; city, state, and country of birth. c. The contractor or their employees shall submit a complete background investigation packet. Additional guidance and information in completing the required forms, and examples of the forms will be attached to the solicitation. The following required forms must be submitted to the VA Office of Security and Law Enforcement before task order performance begins: (i) Standard Form 85, Questionnaire for Non-Sensitive Positions (ii) Optional Form 306, Declaration for Federal Employment Standard Form 86A (EG), Continuation Sheet for Questionnaire Electronic Fingerprint Form Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms. d. The Contractor shall inform the contract employee that when filling out Standard Form 85, there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay task order performance. e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the task order, and at the request of the VA, submit another employee for consideration. f. The contractor may utilize a private investigating agency if such agency possesses an OPM and Defense Security Service certification. A Cage Code number must be provided to the VA Office of Security and Law Enforcement. VA Office of Security and Law Enforcement will verify the information and advise the contracting officer whether contractor s access to the computer systems can be authorized. g. All contractor employees and subcontractors are required to complete VA s Privacy training annually. All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Documented proof must be provided to the Contracting Officer. h. The contractor will notify the COR immediately when their employee(s) no longer require access to VA computer systems. 4. Government Responsibilities a. The contracting officer will request the contractor employee s background investigation by the Office of Security and Law Enforcement. b. The Office of Security and Law Enforcement will notify the contractor with instructions for the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations. c. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month s invoice(s) for services rendered. 5. The current fees associated with background investigations are $231.00 each for low level investigation, $825.00 each for medium level investigation, and $3,465.00 each for high level investigation. J. SECURITY TRAINING: Due to the increased emphasis on privacy and information security, the following requirements are established and are hereby made part of the contract. Privacy Training: Contractor and their sub-contractors assigned work under the task order are required to receive annual training on patient privacy as established by HIPAA statues. Training must meet VHA s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the VA upon request that all employees assigned work and/or having access to Protected Health Information have received annual training. Information on fulfilling the training requirement as stated in this paragraph can be found at https://www.ees-learning.net. For contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS standards. Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign a Rules of Behavior statement, which outline rules of behavior related to VA Automated Information Systems. The COR will provide, through the facility ISO, the Rules of Behavior to the Contractor for the respective facility. VA Cyber Security Awareness Training: Each contractor assigned work under the task order is required to receive and document completion of VA training on Cyber Security. The requirements for fulfilling this provision can be found at https://www.ees-learning.net. Contractor shall provide documented proof to the VA upon request that all contractor employees servicing a VA task order have received annual training. As VA routinely reviews and updates policies and procedures covering contractor computer access, security requirements may change during the term of this contact and new policies and procedures may be implemented unilaterally during the term of this agreement. K. PERSONNEL POLICY: 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 and evidence including: a. Evidence of a current physical examination (within one year) Evidence of Hepatitis B immunity (hepatitis immune titer, if provider has had the series of shots; if no immunity, evidence that provider has started the Hepatitis B vaccination series.) Evidence of a current TB Skin Test and recent (within the last year) chest X-ray if there is a history of positive TB skin test d. Evidence of history of chicken pox, varicella vaccine, or a positive immune status for Varicella The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor. L. RECORD KEEPING: The Pharmacy office shall have a recordkeeping system of weekly logs on the hours worked by the contractor. The Pharmacy office will be responsible for verifying all work performed by the contractor. This will include the requirement that all contractor s employees will annotate the time they arrive at and depart from the VAMC. The Pharmacy Supervisor or designee will maintain timesheets for the contractor s employees. The actual number of hours worked will be logged in and submitted weekly to the Chief, Pharmacy Service s office. Additionally, the responsible Pharmacy Supervisor will monitor through observation that the contractor s employee is performing the duties as described in the contract during the time annotated. In the event the contracting pharmacist or technician becomes ill or cannot work for any other reason, it is the contractor s responsibility to immediately provide another qualified contractor who is appropriately licensed to work at this healthcare system. The payments for any leave including sick leave, holiday or vacation time are the responsibility of the Contractor. M. VA MONITORING: Contracting Officer's Technical Representative will designate appropriate VA personnel to monitor Contractor employee work hours/services through one or a combination of the following mechanisms: (a) Sections being served will monitor Contractor employee work hours through time and attendance logs similar to VA staff positions, to ensure that services called for in the contract have been received by VA. The Contracting Officer's Representative (COR) will be responsible for verifying contract compliance. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. (b) Documentation of services performed will be reviewed prior to certifying payment. VA will pay only for services actually performed at VA, and in strict accordance with the schedule of prices/costs. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided. (c) Invoices are generated through the Online Invoice Certification program and reviewed for certification by designated individuals. These personnel verify services were actually performed against the schedule and logs. Only after verification are invoices certified for payment. N. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS: The Contractor shall assign to this contract the following key personnel: Licensed Pharmacists/Certified Technicians _______________________; ____________________________;_____________________;___________________________; _________________________________;__________________________;____________________________. 1. During the first ninety (90) days of performance, the contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual s illness, death, or termination of employment or if mutually agreed upon by the Contracting Officer and the contractor. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (2) below. After the initial 90-day period of the task order, the Contractor shall submit the information required by paragraph (2) to the Contracting Officer at least 14 days prior to making any permanent substitutions. 2. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 10 calendar days after receipt of all required information of the decision on the proposed substitutes. The task order will be modified to reflect any approved changes of key personnel. 3. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the Contractor will provide a qualified replacement for the key person, unless it is determined that no substitute is necessary. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure stated in paragraph (2) above. O. PAYMENT Contractor s employee must be present at the VA facility and must be actually performing the required services for the period specified within the contract or the contract cost will be decreased accordingly during each billing cycle. The payment for any leave, to include sick leave, annual leave, administrative leave, and holidays, are the responsibility of the Contractor. Contractor will be required to furnish an itemized invoice listing each contract employee for the period of service covered. Invoices may be submitted as of the last day of each month, but no later than the 10th day of the following month services were provided. Weekly invoices are preferred. P. DESIGNATION OF CONTRACT REPRESENTATIVE: A VA representative of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24917R0744/listing.html)
Document(s): Attachment; File Name: VA249-17-R-0744 VA249-17-R-0744.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719756&FileName=VA249-17-R-0744-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719756&FileName=VA249-17-R-0744-000.docx; File Name: VA249-17-R-0744 ATTACHMENT 1 CONTRACTOR RULES OF BEHAVIOR.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719757&FileName=VA249-17-R-0744-001.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719757&FileName=VA249-17-R-0744-001.docx; File Name: VA249-17-R-0744 ATTACHMENT 2 CERTIFICATION OF IMMIGRATION.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719758&FileName=VA249-17-R-0744-002.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719758&FileName=VA249-17-R-0744-002.docx; File Name: VA249-17-R-0744 ATTACHMENT 3 VHA STATEMENT OF COMMITMENT AND UNDERSTANDING.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719759&FileName=VA249-17-R-0744-003.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719759&FileName=VA249-17-R-0744-003.docx; File Name: VA249-17-R-0744 ATTACHMENT 4 QUALITY ASSURANCE SURVEILLANCE PLAN.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719760&FileName=VA249-17-R-0744-004.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719760&FileName=VA249-17-R-0744-004.docx; File Name: VA249-17-R-0744 ATTACHMENT 5 BACKGROUND INVESTIGATION SECURITY DOCUMENTS.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719761&FileName=VA249-17-R-0744-005.pdf); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719761&FileName=VA249-17-R-0744-005.pdf; File Name: VA249-17-R-0744 ATTACHMENT 6 PAST PERFORMANCE QUESTIONNAIRE.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719762&FileName=VA249-17-R-0744-006.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719762&FileName=VA249-17-R-0744-006.docx; File Name: VA249-17-R-0744 ATTACHMENT 7 DEPARTMENT OF LABOR WAGE DETERMINATION.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719763&FileName=VA249-17-R-0744-007.pdf); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3719763&FileName=VA249-17-R-0744-007.pdf; 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 Medical Center;3400 Lebanon Pike;Murfreesboro, TN; Zip Code: 37129
Record: SN04617348-W 20170810/170808231955-2cf212b31ca112dd4020558600c6af59 (fbodaily.com)
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