Family Health Centers, Inc. Phoenix

Request for Proposal (RFP)

for

Pharmacy Automation System with Integrated Prescription Validation, and Counting System

Date Issued: 08/29/2018

Date Due: 09/12/2018

1

Contents I. Introduction ...... 3 II. RFP Instructions ...... 5 A. Completing the RFP ...... 5 B. Format, Due Date ...... 6 C. Contract ...... 6 D. Confidentiality ...... 6 E. Selection Process ...... 7 F. Disclaimer ...... 7 G. Conflict of Interest...... 7 H. RFP Related Questions ...... 8 III. Vendor Background ...... 9 A. Company Information ...... 9 B. References ...... 11 IV. System Requirements & Specifications ...... 12 A. Background and General Project Requirements ...... 12 B. Current & Proposed Pharmacy Systems Configuration and Workflows ...... 12 1. Current Pharmacy Systems Configuration - General ...... 12 2. Proposed Pharmacy Systems Configuration – Phoenix ...... 13 3. Proposed Pharmacy Physical Layout – Phoenix ...... 14 4. Proposed Phoenix Pharmacy Workflow ...... 15 C. Pharmacy Automation System with Integrated Prescription Validation, and Counting System Proposed Operational Statement and Specifications ...... 17 1. General System Operation and Workflow ...... 17 1. Pharmacy Automation System Specifications and Operation: ...... 17 2. Prescription Validation, Counting and Filling System Specifications: ...... 20 D. Qualifications & Equivalencies ...... 22 V. Installation, Professional Services, & Support ...... 23 A. Installation & Professional Services...... 23 1. Project Scope and Responsibilities ...... 23 2. Professional Services ...... 24 3. Implementation & Training Schedule ...... 24 B. Warranty Maintenance & Post Warranty Support ...... 24 C. Technical Training ...... 25 VI. Pricing & Terms ...... 26 A. Equipment & Delivery ...... 26 B. Pricing ...... 26 C. Terms ...... 26 D. Default ...... 27

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 2

I. Introduction

Family Health Centers, Inc. (FHC) is an independent, not-for-profit (501C3), Federally Qualified Community Health Center located in Louisville, Kentucky. FHC has been in business for over 39 years and operates eight clinical sites in the Louisville/Jefferson County metropolitan area. FHC currently employs in excess of 450 full, part time, and contract employees and operates on a 36 million dollar annual budget that includes federal, local, and state public funding sources.

FHC is committed to ensuring that goods and services are purchased in an effective and efficient manner that provides, to the maximum extent practicable, open and free competition and is in compliance with the provisions of applicable federal, state, and local statutes. FHC has established and maintains appropriate procedures addressing the procurement of goods and services to accomplish this objective.

In accordance with standards set by the federal government, grant recipients and vendors receiving grant funds must comply with these applicable federal standards and regulations:

• Equal Employment Opportunity, as amended (E.O. 11246) • Copeland “Anti-Kickback” Act (18 U.S. C. 874 and 40 U.S.C. 276c) • Davis Bacon Act, as amended (40 U.S.C. 276a to a-7) • Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333) • Rights to Inventions Made Under a Contract or Agreement (37 CFR Part 401) • Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251 et seq.) • Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) • Debarment and Suspension (E. O. 12549 and 12689)

FHC is currently soliciting “Requests for Proposal (RFP) for a Pharmacy Automation System with Integrated Prescription Validation, and Counting System”. The project will include the implementation of a new pharmacy automated prescription dispensing system, and all required integration with FHC’s existing pharmacy technology and workflows. Specifically the new system must be capable of full integration with FHC’s existing Liberty Retail Pharmacy System, provide substantial efficiencies in the pharmacy workflow, be expandable to meet future FHC needs, and be Drug Supply Chain Security Act (DSCSA) compliant prior to November 27th 2018.

To support this project FHC will purchase the Pharmacy Automation System with Integrated Prescription Validation, and Counting System, installation, training and other professional services necessary to implement a fully functional integrated system. Prospective bidders must be manufactures and/or factory authorized dealers of the defined product(s) and have a well- established support program in the Louisville/Jefferson County market and are able to meet the minimum requirements defined in this document.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 3

Vendors responding to this RFP will be responsible for the timely acquisition and delivery of all related software, hardware, professional services, installation services and training detailed in this document. In addition, respondents must have the necessary expertise and staff required to provide a turnkey implementation of this project.

Vendors are also required to submit firm timetables for delivery, implementation, and any required training denoted in the RFP response in the form of a “Project Scope and Design Document” detailed in (section II-A). In addition, a list detailing all software, professional services, installation services and training must be provided with the RFP response including any shipping and/or delivery charges.

The selected vendor will be responsible for providing the following:

• Project related software, hardware, and accessories. Feature requirements and system capabilities as defined in (section IV).

• Installation, configuration, and post installation certification of equipment as defined in (section V).

• Warranty support as defined in (section V).

• Extended warranty and maintenance support of purchased equipment and software as defined in (section V).

• Technical training as defined in (section V).

• Timely delivery and implementation of the specified equipment as defined in (section V & VI).

• Upgrades to the systems as necessary.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 4

II. RFP Instructions

A. Completing the RFP

Provide a complete description of the equipment and services included in your bid response as well as a project scope and estimated timeline. A separate equipment list of vendor supplied hardware and software is required. Any non-vendor supplied equipment and/or services required to complete the project are to be specifically noted. All proposed software, hardware, and professional services must be listed in the bid. As stated in section I., the bid response must also include a complete “Project Scope and Design Document” explaining the proposed implementation and specific details and timelines of the project.

No verbal agreements will be considered during the bid process. The quality of the response to the RFP will be viewed as an example of the vendor’s capabilities.

Only current production software and hardware will be considered. Software or hardware under development, in planning, or at beta test will not be considered. Discontinued or outdated software and hardware, demos, refurbished, and/or used equipment will only be considered if it is clearly denoted in the RFP response and has been mutually agreed upon by FHC and the vendor; otherwise this equipment will not be considered for the bid process and use of such will result in disqualification of the submitted bid. If the software revision or model is replaced or updated between the bid process and equipment delivery, an equivalent updated or upgraded model can be submitted for approval with supporting manufacturer data. Vendors can also include additional information about future developments or plans under separate attachment if applicable.

FHC expects this to be a “TURN KEY” project, meaning that any and all items or services required to complete the project are to be included in the bid, or specifically noted if not. FHC’s expectation is that upon project completion, all hardware, software, and professional services required to implement the “Pharmacy Automation System with Integrated Prescription Validation, and Counting System” will have been provided. FHC also expects that this equipment will meet or exceed the bid specifications. It is the prospective vendors’ responsibility to ensure that all software, equipment, labor, and necessary engineering time are included in the submitted bid to cover the stated project scope. If you require any clarification, provide the questions via email or fax to Larry Owen (section II-H).

Quoted prices and discounts are to be guaranteed for at least 60 days from the bid close date.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 5

B. Format, Due Date

BIDS: Hardcopy bids for the Family Health Centers, “Family Health Centers Pharmacy Automation System with Integrated Prescription Validation, and Counting System Project” will be received in the office of Family Health Center-Portland, Room 419 at 2215 Portland Avenue until 2:00 P.M., E.D.T., Wednesday September 12th. Electronic bids may also be submitted via email to [email protected]. No late bids will be accepted and this bid opening is public.

All submitted bids will be considered the property of FHC. All proposals should include copies of product descriptions for the proposed equipment.

Name one person to be the coordinator for your RFP response, this individual will be the point of contact for any necessary clarification.

Contact Name: Company: Title: Physical Address: Phone: Fax: Email:

C. Contract

The bid should include a contract for all proposed equipment and services. If the vendor does not wish to submit an actual contract with the bid, due to alternatives proposed and pending choices from those alternatives, a sample contract should be submitted with the bid.

D. Confidentiality

Information submitted will be used by FHC for the sole purpose of evaluating vendor responses. However, since FHC’s receives public funds the bids are subject to open records requests. Because of these provisions, contents of the bid can be viewed by government entities or other bidders upon the opening date and all bids will be tabulated during the public bid opening.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 6

E. Selection Process

Several factors will influence FHC’s decision in selecting the vendor and the product line they represent. In addition to cost considerations, proposals will be evaluated on the basis of the following factors:

• Functionality of proposed solution and ability to meet the project’s specific needs • Availability of optional components and capabilities • System growth and expansion • Product quality, reliability, and warranty plan • Ease of configuration and administration • A credible commitment by the vendor/manufacturer to the product and the ongoing enhancement of future capabilities and service • Vendor qualifications including: o Overall experience and reputation in the industry o Experience with the proposed solution o Service and support resources, including overall skill level of technical personnel o Verifiable quality of services provided by vendor to area customers

In addition, vendors submitting a bid must be recognized as a current Authorized Dealer of the equipment and/or software quoted, and has proven regional service and support systems in place prior to submitting the bid.

F. Disclaimer

Please note that FHC will select the vendor based upon the best overall solution and value and is not obligated to select the lowest priced bidder; this RFP does not commit FHC to any specific course of action. In addition, FHC reserves the right to purchase either selected components, or to not select any vendor or purchase any goods and services resulting from this RFP.

G. Conflict of Interest

No public official, Family Health Centers board member, or Family Health Centers employee, shall participate in any decision related to the award of this contract, which affects their personal interests or has any financial interest, directly or indirectly, in this contract or the proceeds thereof.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 7

H. RFP Related Questions

Submit any RFP related questions to:

Larry Owen – Chief Information Officer Family Health Centers 2215 Portland Avenue Louisville, Kentucky 40212

Phone: 502-772-8114 Fax: 502-772-3489 Email: [email protected]

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 8

III. Vendor Background

A. Company Information

Provide a brief description of the company including:

• Identify the company name, physical address, city, state, zip code, telephone, fax number, and website.

• Provide a brief company history.

• Provide a brief profile of your company and business division: o Current size of company o Do you have a parent company? If so, name of parent? o Is the company private, public, owned by private equity, etc? Please explain. o Company location(s) o Length of time in business

• When was the first Pharmacy Automation System installed by your company?

• When was the first Prescription Validation, Counting and Filling System installed by your company?

• When was the first integration between Pharmacy Automation and Prescription Validation, Counting and Filling Systems performed by your company?

• When was the first, Liberty Retail Pharmacy System integration performed by your company? Explain.

• Qualifications of the company to respond to the RFP, generally and including: o Provide the number and type of similar “Pharmacy Automation with Integrated Prescription Validation, Counting and Filling System” solutions you have implemented, in the US and Worldwide. o Provide the number and type of integrations your company has between the proposed solution and the Liberty Retail Pharmacy System, in the US and Worldwide. o How many employees are dedicated to the support and implementation of the proposed system(s)? o How many employees are dedicated to the development of the proposed system(s)? o How many other 340B dispensing contract pharmacies have you worked with?

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 9

• For the systems that you are proposing, please answer the following based on total number of sales in the last three years: o Percentage that are currently implementing. o Percentage which have finished implementation. o Percentage delayed or canceled implementation and reason for same.

• How many NEW customers acquired and installed the proposed system within the last year?

• Has your organization, its owners, managers, employees and/or contractors been excluded from participation in Medicare, Medicaid, State Child Health Insurance Program or other health care programs? Provide an explanation for the exclusion.

• Legal Actions: o Have any customers filed legal action claiming breach of contract or otherwise seeking remedies through such action? Provide brief description. o Is your company now involved in any litigation with a customer or other entity? Provide a brief description.

• Financial Stability: o Provide an annual report if responding vendor is listed on the stock market; basic financial report if your organization does not produce an annual report. o Please provide an up to date financial profile of your company including Dunn & Bradstreet information on separate corporate letterhead.

• How are customer requests for enhancements and customizations handled?

• Are software updates and full version upgrades included in the maintenance agreement? o What types of requests are included with the maintenance agreement? o What types of requests are chargeable? (please describe any associated charges) o Describe the recent history of system enhancements. o Describe new features released within the past year.

• If your company relies on contractual agreements with outside service organizations to provide support for the Pharmacy Automated Dispensing System products defined in your RFP response, please explain the nature of the agreement and give name(s) and contact information for the service provider(s).

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 10

B. References

Provide a minimum of five (5) references, with a minimum of (1) interfaced with a Liberty Retail Pharmacy system, and (1) 340B dispensing pharmacy, of your customers that have purchased products and services similar to that being proposed in the RFP. Include contact names, telephone numbers, and physical addresses.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 11

IV. System Requirements & Specifications

A. Background and General Project Requirements

As stated in (section I), FHC is seeking to implement a “Pharmacy Automation System with Integrated Prescription Validation, and Counting System”. To support this project FHC will purchase the new system, and all required integration with FHC’s existing pharmacy technology and workflows. Specifically the new system must be capable of full integration with FHC’s existing Liberty Retail Pharmacy System, provide substantial efficiencies in the pharmacy workflow, be expandable to meet future FHC needs, and be Drug Supply Chain Security Act (DSCSA) compliant prior to November 27th 2018. Please refer to tables IV-B through IV-D for detailed software specifications.

The purpose of this RFP process is to award a contract for the purchase of the Pharmacy Automation System, and Integrated Prescription Validation, Counting and Filling System, installation, training and other professional services necessary to implement a fully functional integrated system. Prospective bidders must be manufactures and/or factory authorized dealers of the defined product(s) and have a well-established support program in the Louisville/Jefferson County market and are able to meet the minimum requirements defined in this document.

B. Current & Proposed Pharmacy Systems Configuration and Workflows

1. Current Pharmacy Systems Configuration - General

FHC fills approximately one thousand prescriptions in a normal eight hour business day across the three existing pharmacy locations, Portland, East Broadway, and Phoenix. These prescriptions are generated by FHC providers at eight clinical locations in the Metro Louisville area. Most new prescriptions are e-prescribed via FHC’s existing EHR and received into the pharmacy’s e-prescribing queue. Refill requests are presented either to the IVR system, faxed, or presented in person. Prescription sales are controlled by a POS system that allows cash, credit card, and debit card transactions; FHC does not maintain a storefront or sell over the counter drugs (without a prescription) at either location.

The pharmacy currently utilizes the following integrated systems to perform all pharmacy transactions from initial prescription request to patient pickup and payment:

• Liberty Retail Pharmacy system • Liberty POS system • Smart Solutions IVR system • Parata MAX systemic RX auto-dispense systems (Portland & East Broadway only)

The Portland Ave. is the FHC administrative headquarters and where the datacenter resides. All server based functions and the IVR are centrally located at the Portland

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 12

location. All other locations are connected via a routed MPLS WAN fiber link with speeds of 20 to 200 Megs. The Liberty server is located in the datacenter on a VMWare VSphere 6.0 Enterprise virtual platform. Currently all IVR prescription refill requests are presented to two central numbers and are routed to the appropriate work queue by the IVR and other pharmacy systems in place. The pharmacy systems and configurations specific for each existing location is listed below.

The FHC East Broadway and Phoenix locations have satellite 340B pharmacies on premise. The East Broadway pharmacy is located in a 30,000 square ft. full service health center. East Broadway utilizes the Liberty Retail Pharmacy and POS Systems and is directly interfaced to a Parata MAX Auto Dispensing System.

The Phoenix pharmacy is located in recently expanded 10,200 square ft. health center that is houses the FHC Healthcare for the Homeless program. This pharmacy location smaller than the other two locations and is typically staffed by a one pharmacist and one technician. The Liberty Retail Pharmacy and POS Systems are utilized at this location but no automation is in use currently.

2. Proposed Pharmacy Systems Configuration – Phoenix

To enhance workflow, accuracy, and productivity at the Phoenix Pharmacy location, FHC has elected to acquire a pharmacy automation system with an integrated prescription validation, counting and filling system. Furthermore, because of physical space and staffing limitations at Phoenix, FHC has elected to utilize a space saving pharmacy automation system that stores and retrieves stock bottles and does not utilize a bin based platform.

Workstations & Pharmacy System Peripherals (located in the new Phoenix Pharmacy)

• Imaging/Check-In Station (1 ea. pharmacy counter) with thermal barcode printers & image scanners, Windows 7 PC with new retail pharmacy and workflow system

• POS Station (1 ea. front pickup windows) signature pad/credit card processor, receipt printer, customer display, Windows 7 PC with new POS & cash drawer hardware

• Check/Fill Station (2 ea. pharmacy counter) with bar code scanners, Windows 7 PC with new retail pharmacy and workflow system

• RX Label Printer – Kyocera (2 ea. – pharmacy counter)

• Pharmacy Automation System with Integrated Prescription Validation, and Counting System (1 ea. – new )

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 13

3. Proposed Pharmacy Physical Layout – Phoenix

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 14

4. Proposed Phoenix Pharmacy Workflow (please respond with proposed solution capabilities and configuration)

Proposed General Workflow Upon project completion FHC expects to utilize the newly acquired Pharmacy Automation System with Integrated Prescription Validation, and Counting System as a direct replacement for the existing manual count and fill process. FHC also expects to utilize current Liberty Retail Pharmacy workflows where necessary, and make specific process improvements through the use of the new system.

The proposed system should integrate into a fully unified pharmacy process incorporating a single source to provide retail pharmacy, pharmacy workflow, point of sale, inventory control, and prescription distribution. The proposed system must fully interface with the existing Liberty Retail Pharmacy System and allow bi-directional inventory and prescription distribution control and have a reliable mechanism to reconcile both inventory and workflow between the two systems.

The proposed system should provide substantial workflow and process efficiencies and enhanced inventory management. The proposed system must also have the ability to expand, and integrate effectively with FHC’s current pharmacy workflows. For a more detailed workflow process refer to the proposed workflow outline below.

Proposed Workflow Outline (new system integration in bold italics print) • Order entry: o Order entry technician will be able to sort electronic prescriptions by; patient name, prescriber, or time received. o E-prescribed information will automatically populate image field. o Technician will transcribe e-prescription data into pharmacy software. o Prescription urgency will be set; waiter, call-in, etc. o Once claim has been successfully transmitted it will populate in to the verification 1 queue. • Verification 1: o Verification 1 queue can be sorted by; urgency, time received, patient, provider, etc. o A pharmacist will verify the data entered in the pharmacy software against the prescription image. o Items to be checked: Pt Name, DOB, drug name, strength, qty., refills, prescriber, date written, date filled, days supply, method of payment o For e-prescribed prescriptions, the field being checked will be highlighted against the entered information. o Once verified prescriptions will populate in the print queue.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 15

• Filling: o The filling technician will examine the print queue and filter prescriptions as needed. o The most urgent prescriptions will be highlighted by a different color and surface to the top of the print queue. o Technician will print all prescriptions for a patient o The filling technician will scan the prescription barcode and perform NDC verification. o If prescription is to be filled by automation, RX bottle barcode will be scanned for verification validated against the Liberty System and stock bottle will be retrieved by the pharmacy automation system. (If prescription source is not in the automation system the drug will be retrieved from a stock shelf and the barcode will be scanned into the automation system.) o Once the stock bottle or other prescription source has been retrieved, when applicable the pills will be loaded onto the integrated prescription validation, counting system for proper drug identity and quantity verification. o When the validation, counting, and fill process has been completed at the automation station, the stock prescription bottle will be returned to inventory in the automation system or returned to the stock shelf. o A bi-directional interface will automatically adjust quantity on all related systems and alert the Liberty Retail Pharmacy of the completed step. o Once product verification has been completed, prescription will be identified as filled in the Final Check queue. o Technician will check the number of prescriptions against the patient prescription profile. o Once all the prescriptions for that order have been filled the technician will place the completed prescriptions in the bin for final check. • Final Check: o Final check queue will be sorted by a pharmacist o Urgent prescriptions will carry over into queue with color distinction o Pharmacist will select all prescriptions for a patient in queue to begin check process o Checking Screen . First prescription appears on screen with an image of the prescription . Patient demographics . Stock image of medication . Prescription label information is displayed o Pharmacist checks off prescription and bags order o Waiting room display indicated prescription is ready, text notification goes out

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 16

• POS o Cashier asks patient for clinic identification card o Cashier confirms demographics of card against prescription receipt o Cashier scans barcode for each receipt o Cashier will be alerted and halted if prescriptions are missing o Prescriptions not scanned will be displayed on screen and location of prescription indicated. o Counseling is offered and patient signature is captured o Payment is collected; cash, credit, debit, check

C. Pharmacy Automation System with Integrated Prescription Validation, and Counting System Proposed Operational Statement and Specifications

1. General System Operation and Workflow (please respond with a detailed operation and workflow document)

Provide a detailed description of the proposed Pharmacy Automation System with Integrated Prescription Validation, and Counting System, include methods of integrations/interface with the existing Liberty Retail Pharmacy System as defined in the “Background and General Project Requirements” listed in section IV-A.

Include a detailed operational description and workflow statement of how the proposed solution(s) will function in with the existing Liberty Retail Pharmacy System. Include both the automation and validation/counting/filling systems when defining the operations and workflow. List and describe all software, hardware, or existing system upgrades required to implement the proposed system and any associated costs.

1. Pharmacy Automation System Specifications and Operation:

System Dimensions: • Provide the dimensions of the systems. • How much floor space is required? • Can the automation/system sit next to a wall? If so, how much space form a wall is required? • Are any special electrical, HVAC, reinforced concrete, or other facility requirements? • Will the system fit through 36”door opening to install inside the pharmacy?

Dispensing Speed: • How many Prescriptions per minute is the system capable of?

Canisters: • How many Manufacture Containers can the system hold?

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 17

• Is the system expandable to increase the number of Manufacture Containers in the system in the future? If so, how many maximum? • Any limits on the number of extra Manufacture Containers? • Do your Manufacture Containers use serialization to differentiate multiple containers with same NDC? • Can the Manufacture Containers be placed in any location in the system? • Are there any oral medication size limitations (small or large) that will not fit or work in the system? • Please explain how the system ensures every tablet/capsule is dispensed from each Manufacture Containers? • Is system consistently able to dispense 100% of the tablets/capsules from each Manufacture Containers? • Please explain how the system notifies the operator that a canister is low or empty.

Inventory Management: • Does your software provide reporting on a daily basis at the specific patient/Rx level for inventory purposes? Please explain. • Does the reporting provide details at the inventory level of what was dispensed during a user defined time period? • Please provide sample inventory / dispensing reports • Does the proposed system include item-level tracking to allow specific information to be maintained about each container within the system, such as: o Lot Code & Expiration Date? o Status of the container as “opened” or “unopened”? o Record of the number of tablets or capsules within each container at all times? o The identity of the user that accessed any container throughout its time in the device? • Does the system have the ability to load back into device most vials for medications that have been returned-to-stock? • Alerts operator of low inventory? • Replenishment report viewable on equipment monitor and printable to external printer device? • Is the equipment housing designed to minimize internal dust accumulation and reduce maintenance? • Provides a filtration system for to reduce dust and improve indoor air quality? • Operator able to replenish drug stock, without system interruption of the dispensing process?

Cleaning: • How often do you recommend the system is cleaned? • How long typically does this cleaning take?

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 18

• How can we best minimize down time? • Please provide additional information regarding cleaning? • Is the system certified to ensure no cross contamination? Please provide detail

Manual Fill: • How does manual fill for your system work when a Manufacture Container is not in a canister? Please provide detail • In what situations is manual fill required?

Quality/Verifier: • What is the current error rate of the system? • Does your automation include a verifier system? If so, please provide details

Reporting: • What type of reporting does the current software provide? • Does the system provide ad-hoc reporting? • Does the system use an underlying analytical software like Business Objects or Crystal Reports? If so, which software? • Will you modify reporting to include “Facility” and “Dispensed Inventory Group” data elements if passed from Liberty Retail Pharmacy? If so, estimated time to complete these updates? • Is the system DSCSA Compliant? • Please provide sample reports

Security: • Does the system have the ability to detect the number of tablets or capsules that have been removed from the container upon return of the container to the system? • Does the system have the ability to keep all medication containers locked and secure from theft or diversion? • Does the system have reporting functionality that allows pharmacy management and staff to identify on-hand quantity for each medication? • Limits access to authorized users? (explain) • Provides bar code scanning to verify match between inventory bottle NDC and barcode on dispensing? • Label barcode verification required when returning filled prescriptions to stock? • Ability to audit and track user activity and authority of task completion? • Provide electronic tracking of lot numbers, expiration dates, and staff members replenishing medication? • Provides complete electronic back-up automatically and without disruption to the work day? • Provides remote device monitoring and management?

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 19

Staffing: • How many technicians are recommended to run the proposed automation at a time? • How many pharmacists are recommended to run the proposed automation including proposed verification? • Ability to manually assign priority to which prescription is filled? • Ability to signal order completion to verifying pharmacist? • Has separate inventory and dispensing activities to keep machine operating at all times?

Connectivity/Interface • How will this system integrate into a unified retail pharmacy, pharmacy automation, and workflow system? Explain in detail. • How would this system interface with the FHC’s current Liberty Retail Pharmacy System? Explain in detail. • How would this system interface with the proposed Prescription Validation, Counting and Filling System? Explain in detail.

2. Prescription Validation, Counting and Filling System Specifications:

Operation: • Does the system utilize a visual counting system? If not what system does it utilize? • How fast can the system count pills? • How many cycles per second does update the pills count? • What is the stated accuracy of the system? • Does the system utilize wide touchscreen, that supports pinch and zoom? • Does the system provide a validation mode to ensure patient safety with proper dispensing? • Are separate sulfa and penicillin platters provided to prevent cross contamination? • How does the system recognize and identify foreign matter and tablet fragments of dissimilar size and shape? • Does the system allow quick and easy inspection of the medication being dispensed? • What are the size and shape limitations of capsules and tablets related to the ability to provide accurate counts? • Is the system capable of validation and inventory of ointments, creams, solutions and pre-packs? • Are regular updates to drug database and user interface provided? • What is the process for regular system cleaning? • Does the system document every RX transaction? If so how?

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 20

• Does the system provide on-screen reports? If so what is provided and is the information available on additional workstations? • What interfaces are available with retail, workflow, and automation pharmacy systems? Explain the interface capabilities for each. • What prevents and/or tracks system counting errors? • Does the system allow the operator to dispense a full bottle or manually entered quantity and record that in the Report Database?

Rx Validation • What method does the system utilize to perform RX Validation? Provide a step by step process to explain the validation operation. • How are annotations to the visual pill counts documented and recorded?

Alert Screens • What conditions can trigger a user alert? • What alert screens are provided by the system?

Physical Inventory • How can the system be used to perform a physical inventory or cycle count? Explain the process step by step.

Audit Reports • Does the system provide audit reports? • How do these reports allow staff to analyze various aspects of prescriptions filled? • Are filters available for viewing audit report data? If so what filtering capabilities exist?

Connectivity/Interface • How will this system integrate into a unified retail pharmacy, pharmacy automation, and workflow system? Explain in detail. • How would this system interface with the FHC’s current Liberty Retail Pharmacy System? Explain in detail. • How would this system interface with the proposed Pharmacy Automation System? Explain in detail.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 21

D. Qualifications & Equivalencies

Specifications listed above or stated by the prospective bidder are defined as minimum required, and must be met before submitting an RFP response. Referenced specifications can be met with equivalent standards where applicable or exceeded without authorization by FHC. If equipment is to be provided that doesn’t meet the standards, an equivalency where applicable, must be agreed upon by FHC and the vendor prior to the RFP submission.

Failure to meet the required minimums or propose alternate equipment without prior approval by FHC will result in the disqualification of the bid. If a vendor chooses to submit a bid proposing equipment that exceeds the bid specifications either as a primary or optional bid, clearly denote the differences in the submitted bid.

In addition, only authorized dealers of the equipment being quoted will be permitted to participate in the RFP process. Wholesalers or liquidators who are not factory authorized or who do not have the required support channels will have their bids disqualified.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 22

V. Installation, Professional Services, & Support

A. Installation & Professional Services

1. Project Scope and Responsibilities

FHC responsibilities:

• FHC assumes responsibility for providing the necessary power, local area network ports, WAN and VPN connectivity, CAT 5/6 cabling, and in house technical support as required to complete the project. • FHC assumes responsibility for providing all virtual servers, workstations, and initial setup of these devices. • FHC assumes the responsibility for providing any non-RFP covered printers or scanners

Vendor responsibilities:

• Vendors responding to the RFP will provide all “Pharmacy Automation System with Integrated Prescription Validation, and Counting System” proprietary hardware, software, licensing, support contracts, and professional services required to meet the specifications listed in section IV. • The vendor will provide hardware and software compatibility lists and specifications to assist FHC in the specification and purchase of “Pharmacy Automation System with Integrated Prescription Validation, and Counting System” software and hardware not specified in the RFP response. • The vendor will provide all technical and administrative aspects required to plan, configure, and integrate the proposed “Pharmacy Automation System with Integrated Prescription Validation, and Counting System” as defined in section IV. • The vendor will provide technical training to the FHC Pharmacy and IS staff for the configuration, implementation, and ongoing support of the proposed “Pharmacy Automation System with Integrated Prescription Validation, and Counting System”. • The vendor will provide warranty and post warranty support for the products and services defined within the RFP response.

Failure to adhere to these directives will result in the disqualification of the bid.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 23

2. Professional Services

• Responding vendors must have the available technical expertise, either directly employed or contracted, to plan, configure and implement the proposed Pharmacy Automation System with Integrated Prescription Validation, and Counting System”. These services must be included in the RFP response and be clearly denoted. Examples of the required professional services are: o Technical support and guidance to the FHC staff for the “Pharmacy Automation System with Integrated Prescription Validation, and Counting System” design and best practices. o System configuration and implementation including in depth “train the trainer” build and implementation training for the FHC core implementation team. o Technical support for integration with the existing and RFP defined Health Information Technology (HIT) systems. o Technical training for the FHC Pharmacy and IS staff for the “Pharmacy Automation System with Integrated Prescription Validation, and Counting System”.

This list of proposed professional services should be used as a reference to formulate an RFP response. Additional professional services may be required to complete this project. It is the prospective bidder’s responsibility to account for and provide additional services as required to complete the project as defined.

3. Implementation & Training Schedule

A proposed delivery and installation schedule must be included in the “Project Scope and Design Document” (section II-A). It is the prospective vendor’s responsibility to ensure the timely acquisition, delivery, and installation of the proposed equipment. It is also incumbent that potential vendors be prepared to facilitate a timely project completion.

B. Warranty Maintenance & Post Warranty Support

Provide a complete description of the manufacturer and/or vendor supplied warranty and support included in the RFP response (section IV-C table C-3). If no warranty or supplemental support is documented in the response then “no warranty” is assumed by FHC for the vendor’s response.

If warranty or support services are to be provided by an entity other than the equipment manufacturer or the RFP respondent, list the organization and its affiliation to the respondent. If optional or upgraded warranty and support programs exist for the equipment listed in the RFP response then the vendor is required to list the information as an optional cost or in an addendum.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 24

C. Technical Training

Provide a detailed training plan, number of hours required, and cost to bring FHC’s Pharmacy and IT staff up to speed on the proposed solution. In addition, provide optional factory authorized training classes or software as required.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 25

VI. Pricing & Terms

A. Equipment & Delivery (as stated in section I)

Vendors responding to the bid process will be responsible for the timely acquisition and delivery of all hardware, software, and accessories listed in this document. Please provide a complete description of the equipment and services included in your bid response as well as an estimated timeline for delivery as defined in the RFP details.

A separate equipment list of vendor supplied equipment and software is also required. Any non-vendor supplied equipment and/or services required to complete the project must be specifically noted. All proposed equipment, software, and services must be included in writing with the bid.

B. Pricing

When submitting the RFP response, include a detailed line item description including a unit price and any applicable shipping and/or delivery charges. Any proposed professional services should also be itemized and priced separately. No verbal agreements will be considered during the bid process. The quality of the response to the RFP will be viewed as an example of the vendor’s capabilities. Quoted prices and discounts are to be guaranteed for at least 60 days from the bid close date.

C. Terms

The payment terms must be clearly stated in the bid specifications. Payment terms should be structured using a milestone based payment schedule. The schedule should start with contract signing, following a logical progression of system delivery and installation, then conclude with the final system acceptance.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 26

D. Default

1. Family Health Centers may, subject to the provisions of (section VI-D-3) below, by written notice of default to the contractor; terminate the whole, or any part, of this contract in any of the following circumstances:

a. If the contractors fails to make delivery of the supplies or to perform the services within the time specified.

b. If the contractor fails to perform any of the provisions of the contract, or fails to make progress as to endanger performance of this contract in accordance with its terms, or in either of these two circumstances does not cure such failure within a period of 30 days after receipt of notice from the department specifying such failure.

2. In the event FHC terminates this contract in whole or in part as provided in (section VI-D- 1), FHC may procure, upon such terms and in such manner that is deemed appropriate by FHC, supplies or services similar to those terminated. In this circumstance the contractor shall be liable to FHC for any excess costs for such similar supplies or services, subject to the provisions of (section VI-D-3).

3. The contractor shall not be liable for any excess of costs if acceptable evidence has been submitted to FHC that failure to perform the contract was not due to negligence of the contractor.

Request for Proposal Pharmacy Automation System with Integrated Prescription Validation, Counting and Filling System 27