R702--VISN 10 Pharmacy, Drug Shortages API Feed

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Contract Opportunity

The purpose of this solicitation amendment is to answer questions from industry.

I have reviewed the RFQ and there does not appear to be a specific publisher/vendor requested for this API. My assumption is that the request is for access to the ASHP drug shortages API, but I did want to request verification if that is possible.
The only known supplier of this drug shortages information is ASHP, however market research (Sources Sought / RFI) indicated that other vendors were able or interested to supply the required services and API.
Data Sources and Updates:
Is the API required to report even if there are no updates from data source/manufacturers?
Correct the intent of the API is to provide timely updates if there are new shortages (and alternatives) reported via the ASHP API. The key here is timely as getting notice that something on shortage early on can help sites better position themselves by stocking up on drug or coming up with alternative plans. The API is updated daily (per ASHP) and part of this is also resolution of existing shortages to ensure the list of products on shortage is accurate. Periodically existing shortages are updated with commentary (e.g. checked with Pfizer and raw source materials still not readily available) even if there is no update to the shortage itself.

What is the scope of the data? Is it all prescriptions nationwide/globally?
The API itself has NO prescription usage data but the API contains timely drug shortage data that can be consumed by software or reports (like the PBI report we have for V10) to evaluate usage. This API integrates drug shortage data into facility local drug file aggregated data which can be used to better project the impact of a given drug reported to be on shortage. Â Â The shortage information should be national for scope.

In reference to Scope section, item 4, can you clarify content accuracy responsibility? As this data comes from 3rd party sources and not originated by the contractor.
Content should be updated, both with current shortages and shortage resolutions, within 24 hours or shortage reports from our prime vendor, manufacturer, and other vendor wholesalers of drugs. There is no single key to refer back to in regards to drug shortages but information from various sources (like our prime vendor McKesson) will help guide us on ensuring shortages and maintained appropriately by ASHP.
Integration Specifics:
Could you provide more technical specifications on how the API feed integrates with the VISN 10 Drug File Power BI Tool? Are there specific formats or protocols that must be followed?
The API is set up in Javascript object notation (JSON) format which allows seamless integration into a PBI Data Flow. This Data Flow is refreshed from a web URL daily (or more frequently but ASHP has told us the data is usually updated once/day) and can be combined with VA Corporate Data Warehouse (CDW) data, Excel data, and other data sources to integrate this into local facility usage and other metrics via a PBI report. The data is stored and unified in VA PowerBI and refreshed daily. If there is a new alert, a Powerautomate Flow identifies the new risk and emails pharmacy management at VA sites.

Visual of the data hierarchy using a stage API in the proof of concept for CLE below:

Are there any existing API documentation and development guidelines available for integrating with the Power BI Tool?
Nothing official from OI&T/CDW/PBI teams to my knowledge. Integrated into PBI cloud using a JSON can be obtain from Microsoft forums or via PBI trainings.

In reference to Scope section item 5 and 6, can you clarify if there are responsibilities or tasks specifically related to these integrations with VISN 10?
Proof of concept at VANEOHS (CLE) has shown integration with both the PBI report and corresponding FLOW (to generate emails to management as new shortages are recorded via the API). This involves integrating the API into the VISN 10 Drug File tool in a similar manner as shown above (via a Data Flow like the proof of concept above) and then setting up facility specific Power Automate FLOWs to generate an email (proof of concept is below). This can be done by the PBI report owner in VANEOHS (CLE) and/or via VISN 10 Pharmacy Informatics staff.



Notification Mechanisms:
Will there be a requirement or mechanism for acknowledging receipt or implementation of updates or notifications by the VISN 10 sites?
Not at this time. The alerts generated by Microsoft Flow will be sent via a noreply email account and serves as more of an assist to site pharmacy management that a new shortage has been reported. No follow up on action plan is needed as this report will aid in remaining agile in the face of increased drug shortages worldwide.

Performance Metrics:
What are the specific performance metrics or service level agreements (SLAs) expected for the API feed in terms of uptime, response time, and accuracy of information?
My initial thoughts are that if API shortage data is untimely or stale (vs Mckesson or other data sources) that we would cite these events and could state maybe no more than 2-3 events per annual performance period. No more than 1 failure in the year. What is a failure, that if a product shows up on ASHP shortage list that it must show within 24 hours in our API feed.

How will performance be monitored and reported?
Discoveries of shortages not tracked/reported by the ASHP shortage API (via a variety of sources like McKesson) would be a way to track performance of the API. Shortages that are resolved but the ASHP API leaves as unresolved is another way to track accuracy/performance.

Security and Compliance:
Are there specific VA or federal compliance standards (beyond those mentioned for not transmitting VA data) that the API and its infrastructure must meet?
The PBI report contains no PHI/PII and the information contained within ASHP APIs is publicly available (albeit in a non-API format via their front end webpage). The API is structured as JSON data that also does not contain any sensitive data. Not aware of a standard in this case that is required to be met in this regard.

Scope of Drug Shortages:
Is the API feed expected to cover all drug shortages nationwide, or are there specific categories or types of drugs that are of particular interest to VISN 10?
All drugs (both legend and OTC) are captured in ASHPs drug shortage API. We have specific interests in drugs that are higher volume for admitted veterans with acute care needs (think injectable pain medications and other medications whereby speed is paramount to establishing a plan or stocking up on alternative drugs) but all drug shortages are critical to be notified in a timely manner to develop/triage plans of action.

How are drug shortages defined and classified for the purposes of this API feed? Are there different levels of severity or categories?
There are no levels of criticality of the shortage for a given drug. Data available includes affected products, available products, last revised date, resupply estimate date, author who recorded shortage, shortage creation date, shortage reason, shortage status (active/inactive), update history date/time + comments.

Future Expansion:
Is there potential for the scope of the API feed to expand in the future, such as including additional data points, covering more facilities, or integrating with other systems?
Being the first VISN to attempt to set this up, I am not aware of any immediate plans but the potential for expansion (to other pieces of software) is there is we have a direct feed to the API data. I could see some net benefits integrating with Oracle/Cerner and VistA/CPRS but that would be outside the scope of what staff at the site or VISN.

Will there be opportunities for feedback and iterative improvement on the API feed based on user experience and needs?
In previous discussion with the product owner at ASHP they are open to discussions/feedback to better cater to the VAs needs with the mindset that any changes we request to be made would impact all their stakeholders (aka this is something private hospitals, not just VAs, subscribe to).

Past Contracts:
Are there examples of past contracts that have successfully met your expectations in similar scopes?
No, This is the first of such API Tool to our knowledge.
Are there budgetary considerations or constraints that proposers should be aware of?
Please see Amendment 1
Can you provide any guidance on the expected project scale or previous contracts for similar services?
There are no previous contracts for similar services.

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