6515--Brand Name or Equal to: ScriptPro EyeCon Model 9420 This is not a Request for Quote

STATEMENT OF NEED (SON) EyeCon Prescription Validation, Counting and Filling System DESCRIPTION OF SERVICE: The Coatesville VAMC Pharmacy requires the procurement of an additional Brand Name or Equal to ScriptPro EyeCon Model 9420 with Interface Controller Pill Counter(or equivalent updated model) to facilitate accurate counting of the controlled and substance medications. BACKGROUND: The storage, handling and dispensing of controlled substances from VA facilities his highly regulated with many Handbooks mandated oversight processes including a complete physical count of all inventories in the narcotic vault at least every 72 hours and an unannounced physical inspection by other facility personnel at least once during each month. As a result, the pharmacy has had to develop many oversight processes in order to maintain an accurate inventory. Prescriptions are counted at least two and sometimes up to three times before they are dispensed to the patients. These processes are very time consuming, but necessary and even with the redundant processes in place, patients have alleged that they did not receive the quantity of medication called for in the prescription. The pharmacy must investigate all allegations and will have to do an ad hoc count of that inventory to assure that there are no extra tablets in our inventory. This process consumes even more employee work time causing a delay in their normal dispensing activities leading to increased patient wait times. OBJECTIVE: To obtain an efficient prescription counting and validation system for the narcotic vault that will assure and document accurate prescription fills. SCOPE OF WORK: The vendor will deliver a working Brand Name or Equal to ScriptPro EyeCon Model 9420 with Interface Controller counting tray with an operational display, software and database, camera, Ethernet connection and barcode reader. The vendor will supply if needed, a technician and or contractor to unbox and setup device to be functioning. It will have a counting tray and a sulfa/penicillin platter to prevent cross-contamination. All database and software upgrades shall be included. TERM OF CONTRACT AND PRICING: The VA anticipates the award of a single contract on a firm, fixed price. HOURS OF OPERATION: The vendor shall make arrangements to have the shipment be delivered during the hours of 0730-1500 Monday Through Friday and shall be delivered to Pharmacy Building 2 1400 Blackhorse Hill Road, Coatesville, PA 19320 IMAGE AND DATA TRANSMISSION SECURITY: System Connectivity. The contractor shall provide and maintain the means for enabling and maintaining system connectivity. All required/supporting documentation including, but not limited to Memorandum of Understanding and Interconnected Security Agreement shall be completed with appropriate signatures and shall be updated as changes occur. The contractor shall maintain external communication systems required for secure, VA-compliant image and data delivery to its pharmacists and shall configure, install, and maintain the purchased software. Routine preventative maintenance inspections shall be the responsibility of the contractor. The contractor shall expeditiously provide all requested information to CVAMC s Information Security Officers (ISO), Chief Information Manager and the COR before the contractor is able to provide service. The contractor shall comply with all VA information security requirements including initial and annual security awareness training, background checks and using equipment that meets VA security standards if necessary. The contractor shall conform to all Rules of Behavior set forth by the Office of Cyber & Information Security (OCIS). In order to have remove access, contractor shall apply for and install the One-VA VPN. The contractor shall apply for network access and sign Rules of Behavior/Security Agreement. Note: Microsoft Windows (currently edition) is the Government s operating system. CVAMC shall provide a firewall and antivirus software (for VA protection only) to the connection if needed. If a firewall or antivirus software is needed for the contractor side, they will be the responsibility of the contractor. The contractor shall provide e-mail address and a telephone number(s) and contract person(s) to be used by CVAMC for inquiries and service at all times 24-hour, 7-day/week number. The contractor shall secure and maintain the communications link between the contractor s facility and the VA facilities at the contractor s expense if necessary. Due to the confidential nature of the patient information, services that are completed within the contractor s office or home facilities (if the contractor provides services from the home) shall employ a security system adequate to maintain confidentiality. The connectivity/functionality should be approved and verified by the VA prior to acceptance. The contractor shall be responsible for any costs associated with connectivity to a VA System, to include configuring the system for connectivity to the VA and/or any costs incurred on the contractor s side. SECURITY REQUIREMENTS FOR CONTRACTOR EMPLOYEES: The contractor(s) shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality according to federal regulations contained in HIPPA. Any person who knowingly or willingly discloses confidential information from the VA Medical Centers may be subject to fines of up to $50,000 and may be subjected to civil litigation from the patient(s). The contractor shall be compliant with VA Handbook 6500, Information Security Program. INFORMATION MANAGEMENT: System of Records: The Veterans Affairs system(s) of records to which the contractor(s) personnel will have access in order to maintain is Patient Medical Records VA (24VA136). System Security: The contractor(s) shall provide VA with the full assurance that security measures have been implemented which are consistent with OMB Circular A-130 and VA Departmental Standards. Confidentiality of Patient Records: The C&A and Security Computer Security Act of 1987, PL 100-235 Privacy Act of 1974, 5 U.S.C. 552a Healthcare Insurance Portability and Accountability Act of 1996 (HIPPA) Fraud and Related Activity in Connection with Access Devices and Computers, 18 U.S.C. 1029- 1030 Electronic Communications Privacy Act of 1986, PL 99-508 U.S.C. 3301, Confidential Nature of Claims U.S.C. 3305, Confidentiality of Medical Quality Assurance Records U. S. C 4132, Confidentiality of Certain Medical Records 8.4 The contractor shall comply with CVAMC computer and end user security requirements: Access only data for which the contractor has authorized privileges. Maintain confidentiality of sensitive data or information. Protect any assigned user ID s, passwords, electronic signatures, and other access keys from disclosure. Secure sensitive printed information in approved storage containers when not in use. Practice good housekeeping with equipment and work areas. Log off systems before leaving a computer unattended. Refrain from the illegal reproduction or use of copyrighted and licensed software. Utilize the data only to the need necessary to perform the requirements of this contract. The contractor understands and agrees that the medical records of a patient and prescription reports generated are strictly confidential. Each person assigned to this contract shall be required to sign a confidentiality statement. Each person allowed access to the VistA system shall sign an Automated Information Security Agreement annually. The contractor shall maintain an Errors and Omissions liability insurance policy which insures against a negligent act, error, or omission and the oral or written publication of material that violated a person s rights of privacy. The contractor shall also maintain a commercial general liability policy. Evidence of coverage shall be provided to the VA credentialing department upon request. In accordance with the Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General (OIG) has established a list of parties and entities excluded from federal health care programs. Specifically, the listed parties and entities on the OIG List of Excluded Individuals/Entities may not receive federal health care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a federal health care program, or causes such a claim to be submitted, may be subject to a civil monetary penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against health care providers and entities that employ or enters contracts with excluded individuals or entities to provide items or service to federal program beneficiaries. By signing the offer/bid, the contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer/bid was signed. MAINTENANCE AND TECHNICAL SUPPORT: Provide maintenance on all contractor-provided equipment and installed systems per the terms of the contract. Contractor shall make provisions for the proper maintenance and functioning of associated equipment, facilities and fixtures as may reasonably be required to operate the device and provide after-hours support for problems with successful operation not to exceed 30 minutes from the placement of a call for assistance. UPTIME: Provide a system that maintains at least a 99% uptime performance rate including the barcode reader and the capture, storage and transmission of images or other data. In the event of a system failure, contractor shall work cooperatively with the VA facility to remedy the situation as quickly as possible. The contractor may contact the CVAMC s CIO during normal business hours at 610-384-7711 x 4555 or the AOD at 610-384-7711 x5060 OR 4290 on evenings/holidays/weekends. PLANNING AND INSTALLATION: Contractor shall develop a project implementation strategy with CVAMC to include the preparation of buildings, establishing telecommunications etc. if necessary The service provider shall be required to utilize a point-to-point VPN between themselves and CVAMC if necessary to dial into the system for diagnostic or upgrade purposes. All security requirements need to be met. Contractor shall provide a system that maintains a minimum of 99% up time performance rate. Contractor shall provide al supplies, services, maintenance, repairs, and upgrades required at contractor facility to provide services as described above. Contractor s equipment, hardware, software, and supplies shall be compatible with the VA s software and hardware used during performance of this contract, including critical patches and antivirus updates. Contractor shall provide proof of installation of critical patches and/or antivirus updates to the VA upon request. Contractor s network and security system shall be compatible with the VA s network and security system. Contractor shall use any VA furnished items in conjunction with, and exclusively for, performance under this contract. 12.1 After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: PERFORMANCE REQUIREMENTS POINTS OF CONTACT: 1. Harold Buzgon (Contracting Officer Representative (COR)) Email: [email protected] Phone: (610)384-7711 x3202 2. Sean Anderson (Pharmacy Technician) Email: [email protected] Phone: (610)384-7711 x4807 INSTRUCTIONS TO VENDORS The information identified above is intended to be descriptive of the Brand Name or Equal to ScriptPro EyeCon Model 9420 with Interface Controller Pill Counter(or equivalent updated model), to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 339113. Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) Describe how your small business takes ownership of the equipment in the manufacturing, assembly, or delivery process. (6) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (7) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. (8) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. (9) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (9) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (10) Please submit your capabilities regarding the brand name equipment. (11) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Responses must be received via e-mail to [email protected], no later than, Friday 4 PM Eastern Standard Time (EST) on May 31, 2024. This notice will help the VA in determining available potential sources only. Reference 36C24424Q0130 in the subject of the email response. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, David Santiago. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the Beta.Sam web site for all qualified interested parties at a later date and interested parties must respond to this Sources Sought Notice to be considered for a set-aside. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contract Specialist at [email protected] DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.