on-site pharmacy services for the indiana veterans’ home request for proposal 12-40 pre-proposal...

On-Site Pharmacy Services for the Indiana Veterans’ HomeRequest for Proposal 12-40

Pre-Proposal ConferenceNovember 10, 2011

Kyle McClurg, IDOA Strategic Sourcing Analyst

General Information

• Sign-In Sheet for Attendees• Sign-In Sheet and PowerPoint will be posted on

IDOA’s Solicitation Website• Hold questions until the end of the presentation

Agenda

• General Information• Purpose & Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session

Purpose of the RFP

• The purpose of this RFP is to select a vendor that can satisfy the State’s need for On-Site Pharmacy Services at the Indiana Veterans’ Home (IVH). – It is the intent of the IVH to contract with a vendor that

provides quality services at a competitive rate.

Scope of RFP

• Baseline is $350,000.00 annually• Contract Term:

– two (2) years from the date of contract execution – possibility of two (1) one-year renewals – totaling four (4) years

Key DatesActivity Date

Issue of RFP October 26, 2011

Pre-Proposal Conference November 10, 2011

Deadline to Submit Written Questions November 16, 2011

Response to Written Questions/RFP Amendments

November 23, 2011

Submission of ProposalsDecember 14, 2011

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation December 21, 2011

Proposal Discussions/Clarifications (if necessary)

TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award January 16, 2012

Business Proposal(Attachment E)

• Company Financial Information (Section 2.3.3)– Confidential information must be kept separate from the

proposal in both hard and soft copy• Contract Terms (Section 2.3.5)

– Respondent should review State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

• Preferences (Sections 2.3.14)– Buy Indiana Initiative/Company

• Must have this certified by the proposal due date

Technical Proposal(Attachment F)

• General Services– Perform and oversee federal, state, and Veterans

Administration mandated monthly drug regimen reviews and clinical consultations

– Provide appropriate methods and procedures for distribution, dispensing, control and administration of drugs and biologicals for residents

– Provide required staff in-service educational programming, patient drug education and monthly newsletter communications


• General Services (Cont.)– Staff regular pharmacy dispensing hours plus 24/7 on-

call coverage outside of normal operation hours for the dispensing pharmacy

– Provide staff drug information feedback, medication profile monitoring, and medication safety evaluations as indicated.

– Perform parenteral product preparation as needed for appropriate intravenous therapy

– Provide required staff in-service educational programming, patient drug education and monthly newsletter communications


• General Services (Cont.)– Coordinate and process VA medications provided as

a function of the VA state veterans’ home medication benefit

– Process new medication orders on a daily basis and complete scheduled medication cart exchanges

– Assist in the administration and maintenance of the Resident/patient medication preparation and delivery system

– Provide drug and patient record-keeping functions, and prepare unit dosages as ordered


• General Services (Cont.)– Oversee proper operation of the pharmacy inventory,

as well as lower level support staff in the absence of a pharmacist

– Train and instruct students and new staff in proper procedures and proper distribution of work, as well as the operation of special equipment, and maintenance of records

– Ensure compliance with VA policies and procedures pertaining to the receipt, storage, tracking and management of VA supplied medications


• Designate a Director of Clinical Pharmacy Services who will:

• Coordinate and monitor statutorily required psychotropic drug therapy monitoring on both the unit and individualized patient level

• Participate as an active member of Nutritional Risk Committee, the Quality Assurance Committee, and the Behavioral Health Case Management Committee; and

• Coordinate geriatric psychiatry participation in the psychoactive drug therapy evaluation for federal monitoring purposes, and precept pharmacy students per the facility affiliation agreement with the Purdue University School of Pharmacy.


• Respondent must provide a plan to blister pack medications while adhering to all state and federal guidelines. (US Title 38, section 51.180 Pharmacy Services and any other applicable state and federal guidelines)

• Respondent must provide a plan of action for adhering to the Type II Institutional Pharmacy Permit requirements.

Cost Proposal(Attachment D)

Cost Proposal(Attachment D)

• Baseline: $350,000 annually• Respondents who meet the State’s current baseline cost will receive

zero (0) cost points.• Respondents who propose a decrease to the State’s current costs

will receive positive points at the same rate as bid increasing cost. • Respondents who propose an increase to the State’s current cost

will receive negative points at the same rate as bid lowering cost. • Respondents who propose a 10% decrease to the State’s current

baseline cost will receive all of the available cost points.• If multiple Respondents decrease costs below 10% of the current

baseline, an additional 5 points will be added to the Respondent proposing the lowest cost to the State.

Proposal Preparation

• Buy Indiana, Business Proposal 2.3.14– Status shall be finalized by proposal due date– 5 definitions, details provided in Business Proposal

• Indiana Economic Impact, Attachment C– Definition of FTE (Full-Time Equivalent)

– Example: If a Respondent has 5 full time employees and is

bidding on its 5th contract, and all contracts get an equal amount

of commitment from the employees then each employee

commits 20% of his or her time to the new contract:• 0.2 x 5 employees= 1 FTE.

Proposal Preparation

• Attachment D (Cost Proposal) must be returned in Excel

• Use the templates provided for all answers• Do not alter templates• Please list all Attachments in Attachment G

(Summary of Attachments)

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical Proposal)– 30 points

3. Cost (Cost Proposal)– 25 points

4. Indiana Economic Impact– 15 points

5. Buy Indiana– 10 points

6. Minority (10) and Women Business (10) – Subcontractor Commitment 20 points

* 100 Total Points (7 bonus possible)

Minority and Women’s Business Enterprises

Charles Hill, MWBE Division• Contact Information

- Email: [email protected] or Phone: 317-233-0545

• Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment

• Goals for Proposal- 8% Minority Business Enterprise

- 8% Women’s Business Enterprise


Prime Contractors must ensure that the proposed subcontractors meet the following criteria:•Must be listed on the IDOA Directory of Certified Firms•Each firm may only serve as once classification – MBE or WBE•A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.•Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement.•Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm •Must be used to provide the goods or services specific to the contract•National Corporate Diversity Plans are generally not acceptable


TOTAL BID AMOUNT:


• Effective May, 2011, a new MWBE scoring methodology will be utilized for all RFP’s released

• New Process – MWBE scoring is conducted based on 20 points plus a possible 2 bonus points scale

- MBE: Possible 10 points + 1 bonus point

- WBE: Possible 10 points + 1 bonus Point

• Professional Services Scoring Methodology:

- The points will be awarded on the following schedule:

- Fractional percentages will be rounded up or down to the nearest whole percentage

- Submissions of 0% participation will result in a deduction of 1 point in each category

- The highest submission which exceeds the goal in each category will receive 11 points (10 points plus 1 bonus point). In case of a tie both firms will receive 11 points

% 1% 2% 3% 4% 5% 6% 7% 8%

Pts. 1.25 2.50 3.75 5.00 6.25 7.50 8.75 10.00


Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0

RFP MWBE Scoring Example

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. http://www.in.gov/idoa/2467.htmLink to the developing “one stop shop” for vendor registry with IDOA and Secretary of State.

B. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

C. See Vendor Handbook:Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc

D. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm

E. RFP posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

Questions and Answers

Thank [email protected]

on-site pharmacy services for the indiana veterans’ home request for proposal 12-40 pre-proposal...

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