1. Purpose: The Mobile Pharmacy Cleanroom will allow Department of Veterans
Affairs (VA) Pharmacy employees to prepare pharmaceutical compounded sterile
preparations (CSPs) that meet the standards of the United States Pharmacopoeia
(USP) Chapter797 (USP <797>) Pharmaceutical Compounding-Sterile
Preparations and Chapter (USP <800>). This request is for continuation of the
current service being provided while the Pharmacy is being renovated.
2. Scope of Work: The Contractor shall provide all labor, equipment, materials,
supervision, test equipment, repair/replacement parts, travel and transportation,
necessary for the initial installation and to provide emergency response to service calls and perform preventive maintenance, repairs and upgrades for the Lease of a USP 797/800 compliant
mobile IV preparation self-contained trailer.
3. Background: The sterile preparation of intravenous medications is vital
component of inpatient pharmacy services. The existing pharmacy is under
renovation. In the meantime, a mobile IV preparation trailer will be temporarily
installed to fulfill the requirements of the hospital.
4. Performance Period: This contract is effective from the effective for a Base Period of one (1) year and four (4) one-year renewal option periods.
5. Type of Contract: Firm-Fixed-Price.
6. Place of Performance: Kansas City VA Medical Center, 4801 East Linwood Boulevard, Kansas City, Missouri 64128
7. Hours of Operation: 24-Hour per Day, 7 Days per Week. Emergency Response shall be provided 24 hours a day, 7 days a week, and 365 days a year.
B. GENERAL REQUIREMENTS
1. Contractor Responsibilities: In addition to the other requirements contained herein
or in other areas of the solicitation and/or resultant contract, the contractor shall be
responsible for the following:
a. The contractor shall make an on-site visit prior to delivery to work with KCVA
engineering staff for any pre-delivery issues (power, plumbing, water waster, remote
monitoring, etc.) at no cost to KCVA. The contractor will also be responsible for
transporting the IV Preparation Trailer to the site location at the KCVA.
b. Exterior dimensions of the IV Preparation Trailer size shall be between 8’ and 12’ wide
and 50’ and 57’ long.
c. Trailer shall contain:
(1) A workroom for up to 2 workstations
(2) Non-hazardous anteroom
(3) Non-Hazardous IV preparation/buffer room
(4) Hazardous anteroom
(5) Hazardous IV preparation/buffer room
(6) Two laminar airflow hoods for non-hazardous compounding
(7) Two biological safety cabinets for hazardous compounding
(8) Two refrigerators
d. All out of warranty maintenance and service of the Trailer and Equipment to include all
preventative maintenance, service calls, transportation, parts, and labor provided via a
maintenance agreement with the KCVA.
e. All Preventative Maintenance, licensures, inspection, adjustments, calibrations, shall
be current with no lapses or pending discrepancies. Note: The VA reserves the right to
request copies of all documentation relating to the equipment. Evidence of performance
of recommended maintenance shall be provided by the contractor upon request from the
VA. All certifications required initially, and every six months will be provided by the
vendor.
f. Mobile IV Preparation Trailer and Equipment shall remain in place during the duration
of the contract.
g. IV Preparation Trailer shall maintain proper temperature, humidity and pressure to ensure maximum operation, calibration, and care of equipment and to ensure staff comfort and medication viability. Provide logs daily showing these ranges are being maintained.
h. HVAC System to maintain IV Preparation Trailer environmental systems.
- Temperature range 60° to 66° Fahrenheit
- Humidity 30% to 60%
- Pressures:
Hazardous Drug Buffer Room -0.01 to-0.03
Non-Hazardous Drug Buffer Room. 0.02-0.05
Contractor will allow KCVA to install Temp Trak sensors inside the trailer which monitor temp, humidity and pressure inside the trailer. The sensors will be installed using an adhesive that can be removed at the end of the trailer use.
i. 24-Hour per Day, 7 Days per Week, telephone technical support (telephone technical
support shall be provided within 1 hour of the phone call being made).
j. On-site emergency repair service within 4 hours of notification24-Hour per Day, 7 Days per Week.
The contractors’ repair personnel should maintain constant communication with the COR
concerning the status of the repairs so that the COR can notify other medical personnel of potential
downtime affecting patient care. All repairs shall be conducted ASAP unless otherwise coordinated
with the COR. These services (to include all travel, labor, per diem, parts, and equipment) shall be provided via a maintenance agreement.
k. On-site non-emergency service within 24 hours of notification during normal business
operations (Monday through Friday, 8am-5pm). The contractors repair personnel
shall maintain constant communication with the COR concerning the status of the
repairs so that the COR can notify other medical personnel of potential downtime
affecting patient care. All repairs shall be conducted during normal business hours (8am
to 5pm) unless otherwise coordinated with the COR. These services (to include all
travel, labor, per diem, parts, and equipment) shall be provided via maintenance
agreement.
l. Fire alarm
(1) Provide connections to allow fire alarm to be connected to current KCVA fire system. The contractor is responsible for making the connections and testing the system per NFPA.
m. Water Connections
(1) Contractor will be responsible for making domestic water connections to the current water line that is on site at the trailer location.
(2) Contractor will be responsible for making connections to local sewer at current trailer locations.
n. Power requirement
(1) KCVA currently has emergency power 480 Volt 3PH 250 amp disconnect within 100 feet of the trailers location. The contractor shall provide cables and conduct to the trailer for all the services needed. Also provide a step-down transformer if needed to meet this requirement. Contractor will also need to supply/install new breaker and electrical wire from the disconnect to the main breaker panel inside the electrical room in the basement of valor building.
o. IV Preparation Trailer and Equipment Uptime (in-service) Rate of 98% during hours of operations.
p. Contractor will perform CETA certifications every 6 months and provide documentation.
q. Contractor will perform monthly terminal cleans to trailer.
r. Decommissioning trailer
(1) Contractor is responsible for uninstalling all utilities and putting site to the same condition before trailer was installed.
2. IV Preparation Trailer Capabilities/Requirements:
a. The IV Preparation trailer shall meet all USP 797/USP 800 requirements and must be
certified by an outside vendor, other than the manufacturer of the unit.
b. There shall be pass throughs equipped with a HEPA filtration air purge between the
workroom and the hazardous and non-hazardous buffer rooms.
c. Provided shelving, casework and work surfaces shall be 300 series stainless steel.
b. Pharmacy staff will deactivate, decontaminate, and clean all areas were hazardous
drugs are handled and disinfect all sterile compounding areas daily. The ceiling, interior
walls and floors of the interior spaces and the pass throughs may be affected. These surfaces shall
have minimal seams and crevices and be able to withstand appropriate
deactivation, decontamination, disinfecting and cleaning agents.
c. Plumbing
(1) A stainless-steel sink shall be available in each anteroom (2). Each station will
also include an emergency eyewash and emergency shower or drench hose
(2) The trailer shall have a utility tap to receive water from a provided source. This
tap shall receive water from a garden hose type connection.
(3) The trailer shall have a minimum 80 gallon on board freshwater tank
(4) The trailer shall have a minimum of 100 gallons on board the grey water tank that will
provide storage for batch dumping and will support gravity draining.
d. Electrical Specifications
(1) Single point connection
(2) Shore power inputs are prov
e. Data: The trailer shall be equipped with a patch panel with connections to the
workroom and buffer rooms.
f. Workroom Capabilities/Requirements
(1) Filtration: ISO Class 8
(2) Pressurization: Minimum 30 ACPH
(3) Minimum size/space
(4) Accommodate a minimum of 2 PC workstations/phone with min 2 (CAT5 min) data
jacks and 2 power receptacles
(5) Be centralized as to be able to access the anterooms for the hazardous and nonhazardous
anterooms and IV preparation rooms.
g. Non-Hazardous and Hazardous Anteroom Capabilities/Requirements
(1) Filtration: ISO Class 7
(2) Pressurization: Positive pressure with minimum 30 ACPH
(3) Minimum size/space: 4’ x 4’ x 7’ H (ceiling)
(4) Contain casework for personal protective equipment (PPE) that must be donned
by staff prior to entering the respective hazardous and non-hazardous IV preparation
rooms
(5) Contain a bench for staff to sit while donning/doffing PPE
h. Non-Hazardous IV Preparation/Buffer Room Capabilities/Requirements
(1) Filtration: ISO Class 7
(2) Pressurization: Positive pressure with minimum 30 ACPH
(3) Minimum size/space: 13’ x 8’ x 7’ H (ceiling)
(4) The room shall have 2 laminar or vertical flow hoods with a minimum workspace
dimension of 33” Wide x 22” Deep x 29” High for each cabinet. The hoods shall be
ISO Class 5 and be positive pressure.
(5) Refrigerator: minimum 20 cubic foot capacity
(6) Contain rolling shelving for working stock. Shelving shall have lockable casters
and have a minimum of 4 shelves.
i. Hazardous IV Preparation/Buffer Room Capabilities/Requirements
(1) Filtration: ISO Class 7
(2) Pressurization: Negative pressure with minimum 30 ACPH
(3) Minimum size/space: 13’ x 8’ x 7’ H (ceiling)
(4) The room shall have two Class 2 Biological Safety Cabinets with a minimum
workspace dimension of 33” Wide x 22” Deep x 29” High for each cabinet. The
hoods shall meet USP 800 requirements for the preparation of hazardous sterile IV
preparations. They should be ISO Class 5 and be under negative pressure.
(5) Refrigerator: minimum 20 cubic foot capacity
(6) Contain rolling shelving for working stock. Shelving shall have lockable casters
and have a minimum of 4 shelves.
j. KCVA will have an option to upgrade/replace hoods and software as new technology becomes available. Vendor will provide quotes to the VA at COR request.
3. Deliverables: Operations and Technical Support Manuals:
a. Performance Monitoring - The contractor shall comply with the following:
(1) Provide Service Reports to the Contracting Officer Representative upon request.
(2) The VA reserves the right to request copies of all documentation relating to the
equipment.
(3) Evidence of performance of recommended maintenance shall be provided by the
contractor upon request from the VA.
b. Security Requirements: CCTV with DVR capability to record 30 days of video to
provide perimeter/interior security. Any hard drives that may or may not contain Patient
Privacy Information (PII) remains the property of VA.
c. Risk Control
(1) IV Preparation Trailer and Equipment shall meet all Federal, State, and Local Fire
and Safety requirements.
(2) Safety and Warning Systems with Visual and Audible Alarms.
(3) Smoke Detectors and Fire Extinguishers.
(4) Emergency Lighting.
4. Delivery Schedule: Within 1 week of contractor awarded.
a. CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written
correspondence from the CO. A copy of each change will be kept in a project folder
along with all other products of the project. Costs incurred by the contractor through the
actions of parties other than the CO shall be borne by the contractor.
b. GOVERNMENT RESPONSIBILITIES
1. Government shall determine and identify the location the trailers will be set up.
2. Government shall provide power connection, water source, and CAT VI data ports
adjacent to the parking space.
3. Government reserves the right to request copies of all documentation relating to the
equipment. Evidence of performance of recommended maintenance shall be provided
by the contractor upon request from the VA.
4. Government staff shall deactivate, decontaminate, and clean all areas
where hazardous drugs are handled and disinfect all sterile compounding areas daily.
5. Government shall conduct required and as needed inspections.
c. MONITORING PROCEDURES
The COR shall be responsible for monitoring the Contractor's performance. Performance
deficiencies or poor performance identified during the term of the contract shall be reported
to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall
be given 48 hours to take corrective action. If determined appropriate, the Contracting
Officer, COR and/or designated VA staff members shall meet with representatives of the
Contractor to review performance and resolve issues. All deficiencies or poor performance
will be documented and MUST be corrected within the timeframe specified by the
Contracting Officer. The Contractor shall send a written notice to the Contracting Officer and
the COR when correction(s) has been made.
E. INVOICES
1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared
by the Contractor, validated by the Contracting Officers Representative (COR), and
submitted electronically through OB-10 (https://portal.tungsten-network.com/).
2. A properly prepared invoice will contain:
a) Invoice Number and Date
b) Contractors’ Name and Address
b) Accurate Purchase Order Number
c) Supply or Service provided
d) Total Amount Due
