Q--VIRTUAL PHARMACY SERVICES | Martinsburg VAMC | Base plus 4 option years | 613 Questions & Answers

Q & A for 36C24519R0025 1. Is there an incumbent contractor? If so, what is the contract number and the dollar value of the contract? No 2. How many workers are affected by the executive order provision for non-displaced workers? N/A 3. How many prescriptions are the pharmacists expected to fill in one workday? For mail out prescriptions they are expected to do 338 orders a day. 4. How many pharmacists are currently providing the present services? 3.7 FTE/day 5. What is the average amount of time it takes a qualified VA pharmacist to process a prescription? For mail out prescriptions, this is an average of 45 scripts/hr. 6. Is the correct price/cost schedule per year with each month as a payment unit? The way it is currently written there is a fixed quantity of 322,476 for payment (rather than the month). This is an estimated quantity. Payment is made per prescription. Proposal should be per prescription price. 7. Please confirm if Clauses C.6 52-216-19and C7 52.216-22 on page 40

are applicable. These clauses seem to contradict the way we are preparing the pricing to conform to the requirements stated in my previous question. If they are applicable, how will they be ordered because the current schedule requires 322,476 (quantity) each unit? This is an estimated quantity. This contract will be indefinite quantity contract. 8. When is the expected contract start date? By April 1st at the latest. 9. Is there a contractor that will be phasing out for continuity of services for 90 days? No. What is your EMR? CPRS Will the pharmaceuticals be delivered to the VA or to the patient? The patient What is the timeline to implement virtual pharmacy services? Award by April 1st and implement as soon as contractor staff can get NACI/PIV and gain computer access. What is the annual budget for these services? Unknown. Which Pharmacy Information System is in use at the VA? CPRS Does the VA Utilize eMar (electronic Medical record)? Yes Does the VA Utilize CPOE (Computerized physician Order Entry). Are we verifying the orders or entering the orders? Yes. Verifying the orders. Does the VA have in use automated cabinets? Yes, but that doesn t affect this contract. In the SOW, page 5, 1st Paragraph, The contractor will strive for a zero-error rate in all aspects of the finishing process.  It is understood that pharmacists always strive for 100% accuracy, however, mistakes do occasionally occur due to a number of factors, i.e. speed of performing transactions (simple overlook), CMOP rejects for various reasons, or even mechanical/connectivity failure such as getting dropped from internet connection/CITRIX during the finishing of a prescription which can lead to an error through no fault of the pharmacist. What constitutes an error by definition for this contract? What is the error rate tolerance for satisfactory or better performance for this contract? Will there be a method by which the company can mitigate (help resolve) errors that may have occurred of a potentially critical nature? How will CMOP errors affect the contractor s rating if any? After working with the COR to correct CMOP errors, repeated CMOP errors occur, it will affect CPARS ratings. Concerning the statement that Contractor shall provide prescription finishing services on a daily basis to keep the number of pending prescriptions routed for mail to 500 or less on a daily basis, when will this number be assessed? In the early morning as the duty day begins (0730 0800) or at the end of the normal duty day at 1630? Is this flexible based upon when contractor staff were in the queue? Yes, 1630. An average of week days should be assessed. What level of communication with pharmacy staff will be allowed with this contract in order to ensure issues are communicated quickly and mitigated for proper performance of the contract? Our goal is to have clear lines of communication to be able to raise awareness of any issues and get timely responses. We don t anticipate abusing this however. Martinsburg VAMC Pharmacy management. Will the pharmacy department supply the necessary information to fulfill this requirement? The contractor will not finish prescriptions that are problematic, including new prescriptions for non-formulary or restricted medications, prescriptions that are contraindicated due to drug-drug interactions or allergies or prescriptions for dosages outside the recommended dosing ranges. They will have access to charts and drug formulary. Concerning work hours, page 5 last para, states that, The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will not be required, except in case of emergency, to furnish such services during off-duty hours as described below:  Will contractor staff be able to finish prescriptions during a normal duty day of 0800 1630 Mon Friday? Some facilities do not allow this, we wish to confirm this statement. Also, if some contractor staff wish to work after hours is that also allowed? The 500 min count was set so there should not be many problems with the day of Rxs. Normal working hours: Monday through Friday, 8:00 a.m. 4:30 p.m., excluding Federal Holidays. National Holidays: The 10 holidays observed by the Federal Government are:            New Year s Day                                 Labor Day            Martin Luther King s Birthday                      Columbus Day            President s Day                                             Veterans Day            Memorial Day                                    Thanksgiving            Independence Day                             Christmas and any other day specifically declared by the President of the United States to be a national holiday. Off-Duty hours: Monday through Friday, 4:30 p.m. 8:00 a.m., all day Saturday/Sunday/Holidays. We wish to confirm that: 3. VA INFORMATION CUSTODIAL LANGUAGE, 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT, 5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE, and 8. SECURITY CONTROLS COMPLIANCE TESTING do not apply to this contract? Yes Can VA pharmacist employees from non-neighboring VAMC facilities work on this contract on a part-time basis for the contractor? Sure Page 50, contains the QASP. Will there be more specific criteria listed (detailed definitions) within each of the Performance Standard criteria to ensure proper understanding of the requirements that will lead to better performance on the part of contractor staff? No. Contractor can refer to the COR for further guidance. Is this a new requirement? Yes If it is an existing requirement, who is the incumbent? N/A What was the contract number for the current or previous contract? N/A What was the annual cost of the previous or incumbent contract? N/A What is the anticipated start date for this contract and how much time will be allowed for NACI/PIV and computer access to begin work on this contract? By April 1st at the latest. Length of time for NACI/PIV and computer access depends on both the contractor and our agency resources but no longer than necessary. How many hours needed per week? The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will not be required, except in case of emergency, to furnish such services during off-duty hours as described below: Normal working hours: Monday through Friday, 8:00 a.m. 4:30 p.m., excluding Federal Holidays. National Holidays: The 10 holidays observed by the Federal Government are: New Year s Day Labor Day Martin Luther King s Birthday Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Independence Day Christmas and any other day specifically declared by the President of the United States to be a national holiday. Off-Duty hours: Monday through Friday, 4:30 p.m. 8:00 a.m., all day Saturday/Sunday/Holidays. How many hours per day? See above. Expected mail out prescriptions are 338 orders a day. Does it include weekends as well? Holidays? No. How many pharmacists prior to this completed the job? 3.7 FTE What is full scope of work? Refer to statement of work. Is the government considering this to be a multiple award IDIQ or will this be a single award IDIQ? Single award. Is it that the invoicing is done via Tungsten portal and then payment is made by the FSC Austin? Yes Form 1449 states 5 years viz. 1 base and 4 Options Sect B.2 SOW states The period of performance is for base year plus three (3) option years? Are we to go with the Form 1449? No that is an error. This contract is for base plus three option years Business Agreement: Is that to be included in the proposal or, is it only after an award is made? After award is made. Health Examinations Sect B.2. last paragraph Personnel Policy: This is not routine for Virtual Pharmacy practice; but if it must be, it will certainly tie up the presentation of the proposal response! In such an instance where the facility wants it then, can it be done once the award is made? This is not necessary. Computer use: For Virtual Pharmacy it is usual and customary that the pharmacists employ the use of their own IT software laptop, desktop, notebook, iPad etc. and access via Citrix Gateway. Is there any deviation from the norm at this facility? The VA Office of Information and Technology/ information security rules shall apply which includes the Citrix Gateway. Unique Entity Identifier: Have never worked with one before. Unique Entity Identifier is your DUNS number.