State of California CONTRACT USER INSTRUCTIONS SUPPLEMENT 2 ****NON-MANDATORY****

Transcription

1 State of California CONTRACT USER INSTRUCTIONS SUPPLEMENT 2 ****NON-MANDATORY**** CONTRACT NUMBER: DESCRIPTION: CONTRACTOR(S): Walgreens Specialty Pharmacy, LLC, Crescent Healthcare, Inc., Option Care Enterprises, Inc., River City Pharmacy, Inc., and Walgreens Home Care, Inc. CONTRACT TERM: 10/16/14 through 10/15/17 STATE CONTRACT ADMINISTRATOR: Rhonda Kitchen Rhonda.Kitchen@dgs.ca.gov The contract user instructions, products, and pricing are included herein. All purchase documents issued under this contract incorporate the contract terms and applicable California General Provisions. Date: 10/26/2015 Rhonda Kitchen, Contract Administrator

2 1. SCOPE The State s Agreement with Walgreens Specialty Pharmacy, LLC (WSP), Crescent Healthcare, Inc., Option Care Enterprises, Inc., River City Pharmacy, Inc., & Walgreens Home Care, Inc. (Contractor) provides the fulfillment of specialty prescriptions including the necessary supplies and equipment for administration of products or therapy to the State of California and local governmental agencies. These services may include: Fulfillment of prescriptions for specialty pharmacy products Fulfillment of prescriptions for IV and TPN products, Access to Infusion Centers Dispensing and delivery of specialty and infusion products The contract term is from October 16, 2014, to October 15, 2017 with an option to extend the contract for two (2) additional one (1) year extensions. The terms, conditions, and prices for the contract extension option shall be by mutual agreement between the Contractor and the State. If a mutual agreement cannot be met the contract may be terminated at the end of the current contract term. 2. CONTRACT USAGE/RULES A. State Departments Use of this Agreement, for the purchase of prescription pharmaceuticals, is nonmandatory for all State of California departments that are required to purchase through the Statewide Pharmaceutical Program established by Government Code Section Departments must adhere to all applicable State laws, regulations, policies, best practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations, State Administrative Manual, Management Memos, and State Contracting Manual Volume 2 and 3, as applicable. Prior to placing orders against this contract, departments must have been granted non-it purchasing authority by the Department of General Services, Procurement Division (DGS/PD) for the use of this statewide contract. The department s current purchasing authority number must be entered in the appropriate location on each purchase document. Departments that have not been granted purchasing authority by DGS/PD for the use of the State s statewide contracts may access the Purchasing Authority Application at: or may contact DGS/PD s Purchasing Authority Management Section by at pams@dgs.ca.gov. Departments must have a DGS agency billing code prior to placing orders against this contract. Purchasers may contact their Purchasing Authority contact or their department s fiscal office to obtain this information. B. Local Governmental Agencies Local governmental agency use of this contract is optional. Contract No of 14

3 Local governmental agencies are defined as any city, county, city and county, district or other governmental body or corporation, including the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges, empowered to expend public funds for the acquisition of products, per Public Contract Code Chapter 2, Paragraph (a) (b). While the State makes this contract available to local governmental agencies, each local governmental agency should determine whether this contract is consistent with its procurement policies and regulations. Local governmental agencies shall have the same rights and privileges as the State under the terms of this contract. Any agencies desiring to participate shall be required to adhere to the same responsibilities as do State agencies and have no authority to amend, modify or change any condition of the contract. Local governmental agencies must have a Department of General Services (DGS) agency billing code prior to placing orders against this contract. DGS agency billing codes may be obtained by ing the DGS billing code contact with the following information: o Local governmental agency o Contact name o Telephone number o Mailing address o Facsimile number and o address DGS Billing Code Contact: eugene.shemereko@dgs.ca.gov C. Unless otherwise specified within this document, the term Participating Entities will refer to all State departments and/or local governmental agencies eligible to utilize this contract. Ordering and/or usage instructions exclusive to State departments or local governmental agencies shall be identified within each article. D. Participating Entities must contact DGS and complete a DGS eligibility application packet enabling Participating Entities to access agreements administered by the Statewide Pharmaceutical Program. E. Pharmacies ordering against this contract must acquire, keep and maintain: a. DEA registration. b. License (as clinic or pharmacy) by either the State Board of Pharmacy or license as a health care provider by the Department of Public Health. F. Purchasers must comply with own use requirements within the meaning of the Non- Profit Institutions Act (15 U.S.C. 13C) and as interpreted in the U.S. Supreme Court decision in Abbott Labs v Portland Retail Druggists Association, 425 U.S. 1 (1976)), and Jefferson County Pharm. Assn. v. Abbott Labs., 460 U.S. 150 (1983). Contract No of 14

4 3. DGS ADMINISTRATIVE FEES The DGS will bill each ordering agency an administrative fee for use of this statewide contract. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS. For current fees, click on DGS Price Book at: 4. CONTRACT ADMINISTRATION Both the State and the Contractor have assigned contract administrators as the single points of contact for problem resolution and related contract issues. DGS/PD State Contract Administrator: Rhonda Kitchen Address: DGS/Procurement Division 707 Third Street, 2 nd Floor West Sacramento, CA Telephone: (916) Facsimile: (916) Rhonda.Kitchen@dgs.ca.gov Walgreens Specialty Pharmacy, LLC, Crescent Healthcare, Inc., Option Care Enterprises, Inc., River City Pharmacy, Inc., & Walgreens Home Care, Inc. Client Services Manager: Julie Sanner Walgreen Co. Address: Phoenix, AZ Julie.Sanner@walgreens.com Telephone: (602) Contract Manager: Patrick Harvey, R.Ph. Sr. Strategic Account Director Health and Wellness - State Government Address: 1417 Lake Cook Road, MS #L459 Deerfield, IL Telephone: (254) Mobile phone: (847) patrick.harvey@walgreens.com Contract No of 14

5 5. PROBLEM RESOLUTION/SUPPLIER PERFORMANCE Ordering agencies and/or Contractor shall inform the State Contract Administrator of any technical or contractual difficulties encountered during contract performance in a timely manner. This includes and is not limited to informal disputes, supplier performance, outstanding deliveries, etc. For Contractor performance issues, ordering agencies must submit a completed Supplier Performance Report via or facsimile to the State Contract Administrator identified in Article 4 (Contract Administration). The ordering agency should include all relevant information and/or documentation (i.e. Purchase documents). 6. CONTRACT ITEMS Contract items for this contract are listed on the Attachment D, Exhibits G-1, Product Pricing, and G-2, Services Pricing. 7. PURCHASE EXECUTION A. State Departments State departments must use the Purchasing Authority Purchase Order (Std. 65) for purchase execution. An electronic version of the Std. 65 is available at the Office of State Publishing web site: (select Standard Forms). All Purchasing Authority Purchase Orders (Std. 65) must contain the following: Agency Order Number (Purchase Order Number) Ordering Agency Name Agency Billing Code Purchasing Authority Number Leveraged Procurement Number (Contract Number) Supplier Information (Contact Name, Address, Phone Number, Fax Number, ) Line Item number Quantity Unit of Measure Commodity Code Number Product Description Unit Price B. Local Governmental Agencies Local governmental agencies may use their own purchase document for purchase execution. The purchase documents must include the same data elements as listed above (Exception: Purchasing Authority Number is used by State departments only). C. Documentation State departments will submit a copy of executed purchase documents to: Contract No of 14

6 DGS - Procurement Division (IMS# Z-1) Attn: Data Entry Unit 707 Third Street, 2 nd Floor, MS West Sacramento, CA ORDERING PROCEDURE A. Ordering Method Contractor will create individual user accounts for Participating Entities. Participating Entities must contact the Contractor s Contract Manager to request the establishment of accounts. (See 4, Contract Administration). Contractor may provide multiple accounts to a single Participating Entity to accommodate the segregation of purchases and to facilitate delivery to the appropriate location within a facility. User account information shall include, at a minimum, the following: Username and password (if electronic ordering system is used) Default set of permissions (if electronic ordering system is used) User information (User name, agency, and contact information) Participating Entities billing code number Participating Entities purchasing authority number Participating Entities billing address, department name, contact name, phone/fax number Participating Entities delivery address, department name, contact name, phone/fax number B. Processing of Prescriptions Participating Entities attending physicians, authorized prescribers, or pharmacists may submit prescription orders to Contractor. When processing Participating Entity s prescriptions, for delivery to patients within the facility, Contractor will: Complete an administrative review of patient information. Complete any patient enrollment requirements. Conform to accepted standards of practice, quality of services. Coordinate an appointment time to initiate therapy and any necessary training with clinical staff or patient for products with special requirements. Coordinate, obtain and validate the prescription when authorization is required. Substitution of products is not permitted without the approval of the prescriber. C. Third Party Billing Contractor will bill patients third party plans, including Medicare and Medicaid, as an enrolled pharmacy provider. Contractor will: Work with patient, Participating Entities, and third party insurance to obtain prior authorization and patient consent and secure approval for product, services and associated labor. Contract No of 14

7 Collect proper copayments, co-insurance, and deductibles. Track and audit utilization, showing return on investment of control programs. 9.0 PRODUCTS A. Infusion Contractor will provide access to WIS infusion centers to patients of Participating Entities in California, for the administration of Contractor s infusion products. Contractor will consult with the appropriate authority within the Participating Entities to determine and reach agreement on the appropriateness of a request for infusion services when an employee or the Contractor has concerns about the safety of the employee in the facility or the ability to safely and effectively administer the drug within the facility. Participating Entities are responsible to provide and/or cover all costs associated with patient transportation and security of patients while in Contractor s care. When ordering infusion products from Contractor, Participating Entity will make initial contact by phoning Contractor s infusion customer service at (800) Customer service will instruct Participating Entity as to which infusion pharmacy will be servicing the facility s needs, based on proximity to the facility, and will provide the initial contact to that pharmacy. Refer to Attachment A for a list of infusion pharmacies including all necessary contact information. Orders for infusion products are to be processed as follows: Participating Entity generates a request for a purchase order and forwards to Participating Entity s Procurement Office Procurement Office reviews purchase, approves and sends back to Participating Entity Participating Entity completes Contractor s Infusion Products intake referral form (Attachment B) Participating Entity faxes PO and Intake Form to Contractor Contractor contacts Participating Entity to confirm order details and begins processing order Contractor contacts Participating Entity to arrange for delivery Contractor ships order When the delivery ticket is returned to the location and confirmed in Walgreens system, the ticket is scanned into Medical Records Online (MRO), the WIS electronic chart system for patient records. Billing typically will takes place 1-2 days after the delivery. Invoice is sent to Participating Entity s remit address for payment Orders for infusion products must be received by Contractor s designated infusion pharmacy by 2:00 PM PT for delivery the same day. Orders may be placed by phone, fax or in hard copy. B. Specialty Orders for specialty products are to be processed as follows: Participating Entity generates a request for a purchase order and forwards to Participating Entity s Procurement Office. Procurement Office reviews purchase, approves and sends back to Participating Entity. Contract No of 14

8 Participating Entity completes Contractor s WSP Intake Form (Attachment C). Participating Entity faxes PO and Intake Form to Contractor. Contractor contacts Participating Entity to confirm order details and begins processing order. Contractor contacts Participating Entity to arrange for delivery. When order is scheduled with the facility, the package will be overnighted and delivered on the agreed upon delivery date. A packing slip will accompany the product. Invoice is sent to Participating Entity s remit address for payment. Orders may be placed by e-scribe, phone, and fax or in original hard copy format. C. Out of Stock Items and Product Substitution Contractor shall not automatically make substitution for items which are out of stock, and must have policies and procedures in place for providing drugs that are out of stock. Contractor shall: Notify prescriber (and patient if appropriate) of shortage and expected product availability Make suggestions and work with Participating Entities to find a suitable substitute product. Discuss alternate therapy with prescriber. Ship partial fills when appropriate and mutually agreed upon with prescriber. D. Limited Distribution Products Contractor will work with DGS and Participating Entities to obtain treatment for patients when specialty drugs or biologicals access is subject to constraints such as limited or exclusive distribution when Contractor is not part of the exclusive distribution network. When Contractor receives a prescription for a limited distribution product that they do not have access to, Contractor will triage the referral to an appropriate specialty pharmacy and alert the prescribing physician and/or the Participating Entity s Pharmacist in Charge to the change in dispensing pharmacy. 10. MINIMUM ORDER This contract does not require a minimum order. 11. ORDER RECEIPT CONFIRMATION The Contractor will provide ordering agencies with an order receipt confirmation, via or facsimile, within 48 hours of receipt of purchase document. The Order Receipt Confirmation shall include the following information: Ordering Agency Name Agency Order Number (Purchase Order Number) Purchase Order Total Cost Anticipated Delivery Date Contract No of 14

9 12. DELIVERY A. Locations Deliveries are to be made (statewide) to the location specified on the individual purchase order, which may include, but not limited to inside buildings, high-rise office buildings, and receiving docks. B. Schedule Contractor will deliver infusion product, at no charge to Participating Entity, within next business day for a Clean Prescription or refill prescription when order is made by 2:00 PM PT. Contractor shall make orders for anti-infectives and drugs used to treat severe pain, nausea, agitation, diarrhea, or other severe discomfort available (e.g. delivered) within four (4) hours of receipt of order. Participating Entity should place infusion order by 2:00 PM PT for next business day delivery. Deliveries will be made Monday through Saturday excluding major holidays, or as agreed upon with the Participating Entities. Contractor will require confirmation of personnel availability during the anticipated delivery time. Participating Entity personnel responsible for receiving delivery of orders must acknowledge delivery of order by reviewing for accuracy and then signing the accompanying delivery ticket/packing slip. Participating Entity personnel receiving Specialty products should verify that the product ordered and delivered agrees with the included packing slip. Contractor will deliver all products listed on the immediately expiring product list one (1) hour prior to final expiration time (beyond-use date and time) to all Participating Entities. It is the Contractor s responsibility to check with each Participating Entity for their specific delivery hours and holiday schedule. C. Security Requirements Deliveries may be made to locations inside secure institutional grounds (such as the California State Prisons) that require prior clearances to be made for delivery drivers. Since security clearance procedures for each facility may vary, it is recommended that the ordering Participating Entity share with the Walgreens site their security clearance procedures prior to sending over an order if they have never used that Walgreens facility before. 13. EMERGENCY/EXPEDITED ORDERS Contractor will accept emergency orders placed by a Participating Entity 24 hours a day, seven (7) days a week. 14. FREE ON BOARD (F.O.B.) DESTINATION All prices are F.O.B. destination; freight prepaid by the contractor, to the ordering organization's receiving point. Responsibility and liability for loss or damage for all orders will remain with the Contract No of 14

10 contractor until final inspection and acceptance, when all responsibility will pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty obligations. 15. SHIPPED ORDERS All shipments must comply with General Provisions (rev 06/08/2010); Paragraph 12 entitled Packing and Shipment. The General Provisions are available at: INVOICING Contractor shall submit invoice statements to each Participating Entity. Invoices may need to be detailed to the region, section, division, department, or agency level. At a minimum, payment invoices and invoiced detailed reports shall contain the following information: Contractor information (e.g. name, address, phone, DEA#) Shipping address Billing address Invoice date Invoice number Participating Entities purchase order number Ship date Billing period Account number (billing code) Account name Customer s DEA number Customer s State license number Contract number Quantity delivered Item description Customer item number Product description Payment terms if applicable Extended cost (quantity ordered x unit cost) Unit price (cost of product without payment terms) Extended price (quantity ordered x unit price) Total number of pieces on invoice Retail tax on taxable items Total cost Date payment due Payment terms Lot number* Expiration date* * The lot number and expiration date of product will be required on the invoice only after Pedigree/Radio Frequency Identification (RFID) is made a requirement by state or federal statute. Contract No of 14

11 Product shortages Contractor shall provide product shortage notifications for prescriptions Contractor is unable to fill for Participating Entity due to product shortages. Notification must be in writing to DGS and Participating Entities through the most expedient method possible. The notices, at a minimum, shall include: Complete product description and identification. Reason for product shortage. Expected date of shortage resolution. Contractor will work with DGS and Participating Entities to support patients when product is in short supply. 17. PRICE OF GOODS See Attachment D which contains Exhibit G-1, Product Pricing, and Exhibit G-2, Services Pricing. 18. PAYMENT A. Terms Contractor shall accept payment from Participating Entities by warrant, check or electronic funds transfer. Contractor will accept CAL-Card for payment of infusion products and services. Contactor will not accept CAL-Card for payment of specialty products and services Payments are to be made in accordance with paragraph 30, Required Payment Date, of the State s General Provisions or as agreed through this Agreement. Payment is deemed to be made on the date of issuance of the State warrant or check. B. Payee Data Record Each State accounting office must have a copy of the Payee Data Record(s) (Std. 204) in order to process payments. State departments should forward a copy of the Std. 204 to their accounting office(s). Without the Std. 204, payment may be unnecessarily delayed. Contractor possesses distinct Payee Data Records for Specialty and Infusion services. State departments should contact the Contractor for copies of the appropriate Payee Data Record(s). Name Payee Data Record # Seller s Permit # Remit Address Crescent Healthcare, Inc SR Y EA Lake Cook Rd., MS #L321, Deerfield, IL Option Care Enterprises, SR Y OHA Lake Cook Rd., MS #L321, Inc Deerfield, IL Lake Cook Rd., MS #L321, River City Pharmacy, Inc SR KH Deerfield, IL Contract No of 14

12 Walgreens Home Care, Inc Walgreens Specialty Pharmacy LLC (WSP) SR Y OHA SR Y OHA Lake Cook Rd., MS #L321, Deerfield, IL P.O. Box 90480, Chicago, IL CALIFORNIA SELLER S PERMIT State departments can verify that permits are currently valid at the following website: State departments must adhere to the file documentation required and identified in the State Contract Manual Volume 2 and Volume 3, as applicable. 20. RECYCLED CONTENT There is no recycled content through this contract. 21. SMALL BUSINESS/DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION There is no small business (SB) or disabled veteran business enterprise (DVBE) participation credit through this contract. 22. CUSTOMER SERVICE Contractor will provide customer service for Participating Entities with general inquiries and complaints and can receive and respond to general inquiries and complaints submitted by telephone, in writing, or by fax. The Customer Service number for Specialty inquiries is and for Infusion inquiries the Walgreens Network Health Services call center number is For after hour s inquiries, a pharmacist is on call at each location. Refer to Attachment A, Walgreens Specialty Pharmacy and Walgreens Infusion Services Referral Intake Process, to locate the telephone number and other pertinent contact information for the infusion or specialty pharmacy location which you have selected. Contractor will respond to general inquiries and address complaints no later than two (2) business days after receipt of inquiry or complaint. Inquiries or complaints regarding a STAT order will be addressed in a manner necessary to ensure timely servicing of the patient. In situations where the general inquiry cannot be addressed by Contractor, e.g. questions about eligibility for services, the caller will be provided with appropriate contact information. Contractor will develop a system to track and report to DGS all general inquiries and complaints received, as well as the outcome of each general inquiry and complaint. 23. RETURNED PRODUCTS POLICY Contractor will accept products appropriate for return and process a credit where applicable for the Participating Entities, and will not impose a restocking fee on the Participating Entities for the following situations: Defective or freight-damaged product. Contract No of 14

13 Incorrect products shipped or products shipped in error. Alleged prescription incident. Patient-level recall. Alleged product tampering or contamination. Brand/Generic or Generic/Brand change request. Items returned within timeframes of the Agreement. 24. PRODUCT RECALLS Successful product recall will be fulfilled within 24 hours of notice from manufacturer or distributor. Contractor will provide product recall notification, regardless of level, in writing to DGS and Participating Entities through the most expedient method possible. The notices, at a minimum, shall include: Complete product description and identification Lot number Level of recall Reason for recall Contract number Delivery order number Product disposition instructions Patient identification Contractor shall report to DGS which Participating Entities were affected and what product was involved in recall. Contractor shall work with Participating Entity to replace recalled product. Upon the first recall notification, Contractor shall put measures in place to not ship recalled products, even in the absence of a formal written notification from the manufacturer. 25. AGENCY REPORTS Contractor offers a variety of reports. These reports can be generated by Contractor and supplied via standard report delivery methods (i.e., cartridge, disk, hardcopy, etc.). Available reporting includes: Purchase Report Business Review Report Therapeutic Interchange Potential Report Monthly Product Shortage Report Aging Debt Report Ad-hoc Reports (Costs to be mutually agreed upon between parties) Attachments: A. Referral Intake Processes (includes contact information for Infusion Services and Specialty Drugs) (updated 4/05/2015) B. Walgreens Referral/Intake Form (for Infusion Services) Contract No of 14

14 C. Walgreens Universal Prescription/Pharmacy Intake Form (for Specialty Products) D. Exhibit G-1, Product Pricing, & Exhibit G-2, Services Pricing (updated 4/05/2015) E. Walgreens and Participating Entities Infusion Services map Contract No of 14