Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JUNE 14, 2023 SAM #7869
SOURCES SOUGHT

J -- George H. Obrien Jr. Medical Center Pharmacy Service is seeking to purchase Pharmacy Robotic Automation

Notice Date

6/12/2023 5:59:04 PM
 

Notice Type

Sources Sought
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
 

ZIP Code

76006
 

Solicitation Number

36C25723Q0994
 

Response Due

6/18/2023 9:00:00 PM
 

Archive Date

07/04/2023
 

Point of Contact

Matt Lee, Contracting Specialist, Phone: 210-694-6337
 

E-Mail Address

matthew.lee5@va.gov
(matthew.lee5@va.gov)
 

Awardee

null
 

Description

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs George H. Obrien Jr. Medical Center Pharmacy Service in Big Spring, Texas intends to award a brand name or equal contract award for the purchase of Pharmacy Robotic Automation. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 339112 with a size standard of 1000 employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA ROBOTIC DISPENSING SYSTEM W/1 YR SUPPORT AND SUBSCRIPTION 0002 1.00 EA SERVER 0003 10.00 EA PHARMACY TERMINALS 0004 7.00 EA PHARMACY PRINTERS 0005 2.00 EA SIGNATURE DEVICE 0006 2.00 EA WORKFLOW SERVER 0007 1.00 EA FIREWALL MANAGEMENT 0008 1.00 EA SECURITY MANAGMENT PHARMACY 0009 15.00 EA SECURITY MANAGMENT PER COMPUTER 0010 12.00 MO SUBSCRIPTION AND SUPPORT 0011 1.00 EA REMOTE ACCESS Department of Veterans Affairs WTVAHCS Statement of Work Robotic Prescription Dispensing Equipment Purpose: The purpose of this project is to obtain replacement robotic prescription dispensing equipment, for the WTVAHCS outpatient clinic pharmacy. Scope of Work: The robotic prescription dispensing equipment would assist the pharmacy in efficiently filling the top 200 drugs for our veterans. The equipment will benefit the pharmacy with operations and timely filling and dispensing of medications. This would include the removal of the current Script Pro SPX00 system and installing the new equipment. Training on the new system would also need to be provided. GENERAL REQUIREMENTS: The vendor shall be required to furnish/provide all the necessary equipment/tools for the installation of the robotic prescription dispensing equipment. Fills, labels, and collates up to 150 vials per hour Holds up to 200 medication dispensing cells The unit must have a Count accuracy of 98% Supports tablets and capsules of all shapes and sizes Gravity based dispensing; no pill dust and no cross-contamination Scalable control center options: 12-slot CCC, 6-slot CCC, and Open Control Center Dimensions: Must be able to fit in the current space allocated for the current unit which is 138in L x 80in H x 48in W. Electrical: 100-127 VAC, 50/60 Hz The package shall include any required Licenses or subscriptions for systems operation. Software Integration: Must capable of communicating with the VA s Vista software, SIMS software, Endicia for shipping, Asteris medication locker and CERNA. Provide phone support service Monday through Friday during normal work hours (8:00 am to 4:30pm) Vendor to be available during normal business hours for Pharmacy trouble shooting when issues arrive Warranty: The company shall provide a standard one-year warranty to include all parts and labor Perpetual Inventory Reporting: System must provide inventory counts on a monthly basis. Trade-in Equipment: Customer represents that it desires to transfer the above ""Trade-In Equipment"" to ScriptPro to receive a reduction in the Total Purchase cost and warrants that it has clear and transferable title to the Equipment. Accordingly, the parties agree as follows: i) During installation, Customer shall make the Trade-In Equipment available at Customer Site and shall permit Script Pro to remove the Trade-In Equipment, own it unconditionally, and use, sell or dispose of it, or any part of it. ii) No software or patient data shall be transferred with the Trade-In Equipment. iii) If, for any reason, the Trade-In Equipment is not made available to Script Pro installation personnel at the Customer Site during installation as provided above, this provision shall be null and void and the purchase order shall be increased by the Trade In Amount. Trade-in Credit is available for a limited time and may only be used toward the purchase of a like-for-like replacement. Only one Trade-in credit per replacement product allowed. Trade-in Credit has no cash value. Trade-in Equipment must be covered under a current Script Pro Customer Support Agreement. Hours of Operation: The WTVAHCS Outpatient Pharmacy Clinic hours are 8:00 am to 4:30pm Monday through Friday with the exception of Federal Holidays. The clinic is closed on the following days. Monday, January 02 New Year s Day Monday, January 16 Birthday of Martin Luther King, Jr. Monday, February 20 Washington s Birthday Monday, May 29 Memorial Day Monday, June 19 Juneteenth National Independence Day Tuesday, July 04 Independence Day Monday, September 04 Labor Day Monday, October 09 Columbus Day Friday, November 10 Veterans Day Thursday, November 23 Thanksgiving Day Monday, December 25 Christmas Day LOCATION OF WORK: All work will be performed at the WTVAHCS in Big Spring TX. DELIVERY/INSTALLATION All equipment deliveries must be coordinated with the Biomedical department prior to delivery. Failure to do so may result in the return of the equipment at vendor cost. Due to the technical nature of the products, Robotic dispensing equipment installation involves direct delivery to the pharmacy which must delivered directly to the pharmacy site to avoid any possible damage or accidental modification. Delivery to one central warehouse would delay the project as well as add extra risk. The boxes should only be opened as items are being setup The Vendor shall contact the Contracting Officers Technical Representative (COR) for access hours if after hours installation is required. Normal work hours are 8:00 am to 4:30 pm, some work may be required outside of the normal working hours and the Vendor is required to notify the COR in advance to schedule after-hours work. On-Site: includes configuration, factory testing, shipping and handling FOB Destination, remote installation support, on-site installation support, and on-site calibration and testing Factory: includes configuration, factory testing, shipping and handling, and remote installation support Remote: includes configuration and remote installation support. Throughout the life of the agreement, the Vendor shall aid the user in setting up and maintaining/troubleshooting the robotic prescription dispensing equipment as needed. Installation of the robotic prescription dispensing equipment and datapoints shall be completed at an agreed upon time between September 1, 2023 and October 31,2024 and to be 180 days after receipt of order. Company shall be responsible for and trash or debris resulting from the removal of the old pharmacy dispensing system and installation of the new system. Deliverables Schedule: All requested products on this transaction will be completely manufactured as specified and delivered to the jobsite delivery no later than the earliest time feasible once contract is awarded. Equipment installation is to occur between time of delivery of equipment and timeframe indicated by the WTVAHCS. .The company shall perform all work during normal business hours (Monday thru Friday) unless otherwise stipulated by the COR/Designee. The Contracting Officer will be responsible for bringing together the initial kick off meeting and establishing regular calls to review the project plan and milestones. The due date of specific deliverables aiding in implementation and installation will be established on the kickoff meeting. The kickoff meeting should be held no later than 15 days after issue of delivery order. The pharmacy dispensing system will shipped and installed NLT 180 after contract award. TRAINING: Vendor shall provide hands on in-person training and education to the operators of the Robotic Pill dispensing system afer the installation process and ongoing remote telephone support as needed. Billing Invoices and Payment: Payment to be made monthly, in arrears, following satisfactory performance by Contractor s personnel and upon receipt of a properly prepared invoice. Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award. The contract shall have current registration in the System for Award Management (SAM) for this solicitation; URL: www.sam.gov. The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction. Time period being invoiced for. Description of services performed. Unit Cost billed. Extended amount due. Invoice number, date, and; Contract and obligation numbers. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. 4. SECURITY INCIDENT INVESTIGATION a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 5. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 6. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. NARA RECORDS MANAGEMENT CLAUSE 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/026ec5362cad4db88bf221cc92fefb4c/view)
 

Place of Performance

Address: Department of Veterans Affairs George H. Obrien Jr. Medical Center 300 W Veterans Blvd. Attn: Pharmacy Service, Big Spring, TX 79720, USA

Zip Code: 79720

Country: USA
 

Record

SN06712971-F 20230614/230612230113 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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