36C24220R0119_2.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9.

ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE

WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15

CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTA

CHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24220R0119 02-19-2021

WHITTON, CHERYL

518-626-5456 03-19-2021

4PM

EST

Department of Veterans Affairs Network Contracting Activity (NCO2) 20 Madison Avenue Extension Albany NY 12203 X X 621610 $16.5 Million N/A X See Individual Order Instructions

Department of Veterans Affairs Network Contracting Activity (NCO2) 20 Madison Avenue Extension Albany NY 12203

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

See CONTINUATION Page Durable Medical Equipment (DME) services for eligible Veterans in the VISN 2 upstate regions to include:

Albany, Syracuse, Finger Lakes, and Buffalo, NY catchment areas as described herein.

Schedule of Services is located in Section B.2.

See CONTINUATION Page X X Allan M Preston Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINSTRATION: All contract administration matters will be handled by:

1. CONTRACTOR:

Name: ______________________________________________

Address: ____________________________________________

City/State/Zip: ________________________________________

TAX ID # _____________________________________________

DUNS # ______________________________________________

Point of Contact: _______________________________________

E-Mail: _______________________________________________

Phone Number: ________________________________________

Fax Number: __________________________________________

a. GOVERNMENT:

Cheryl Whitton, Administrative Contract Specialist Department of Veterans Affairs Network Contracting Office (NCO 2) 20 Madison Avenue Extension Albany, NY 12203

Allan Preston, Contracting Officer Department of Veterans Affairs Network Contracting Office (NCO 2) Phone: 585-297-1469 Email: Allan.Preston@va.gov

The VA shall provide a list of all VA Points of Contact (POC), including names, departments, telephone and fax numbers to the successful contractor.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[ ] 52.232-34, Payment by Electronic Funds Transfer – Other than System for Award Management [X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All invoices shall be mailed to the applicable facility address listed in Section B.3.4 i, Payment.

5. SOLICITATION/CONTRACT: This solicitation and resulting contract adhere to the format defined in Federal Acquisition Regulation (FAR) Parts 12 and 15. An official copy of the FAR can be obtained at https://www.acquisition.gov/far/.

B.2 SCHEDULE OF SERVICES AND PRICES/COSTS

**Final Schedule will be incorporated into this section at time of contract award**

INSTRUCTIONS FOR COMPLETION OF SCHEDULE OF SERVICES:

Offerors shall complete the Schedule of Services. Offerors are cautioned that they must be able to provide ALL requested services for each service zone.

The Schedule of Services should be submitted for – Base Year, Option Year 1, Option Year 2, Option Year 3, and Option Year 4.

Offerors must complete all portions of the price schedule in their proposal and must provide pricing for the base year and all option years. Any offers that do not include pricing for all services and performance periods will not be considered responsive.

Base Year (October 05, 2021 through September 30, 2022)

Total

DELIVERY/SET-UP, INSTALLATION AND REPAIRS (up to 30 minutes) AT VETERAN'S HOME:

PICK-UP OF EQUIPMENT AT VETERAN'S HOME:

LABOR FOR REPAIRS/INSTALLATION:

DELIVERY & SET-UP PERSONAL EMERGENCY RESPONSE SYSTEM:

Total for Base Year: $ _________________ Option Year 1 (October 01, 2022 through September 30, 2023)

DELIVERY/SET-UP, INSTALLATION AND REPAIRS (up to 30 minutes) AT VETERAN'S HOME:

PICK-UP OF EQUIPMENT AT VETERAN'S HOME:

LABOR FOR REPAIRS/INSTALLATION:

DELIVERY & SET-UP PERSONAL EMERGENCY RESPONSE SYSTEM:

Total for Option Year 1: $ _________________ Option Year 2 (October 01, 2023 through September 30, 2024)

CLIN

DELIVERY/SET-UP, INSTALLATION AND REPAIRS (up to 30 minutes) AT VETERAN'S HOME:

0001a

0001b

0001c

PICK-UP OF EQUIPMENT AT VETERAN'S HOME:

0002a

0002b

0002c

LABOR FOR REPAIRS/INSTALLATION:

0003a

0003b

0003c

DELIVERY & SET-UP PERSONAL EMERGENCY RESPONSE SYSTEM:

0009a

0009b

0009c

Total for Option Year 2: $ _________________ Option Year 3 (October 01, 2024 through September 30, 2025)

DELIVERY/SET-UP, INSTALLATION AND REPAIRS (up to 30 minutes) AT VETERAN'S HOME:

PICK-UP OF EQUIPMENT AT VETERAN'S HOME:

LABOR FOR REPAIRS/INSTALLATION:

DELIVERY & SET-UP PERSONAL EMERGENCY RESPONSE SYSTEM:

Total for Option Year 3: $ _________________ Option Year 4 (October 01, 2025 through September 30, 2026)

DELIVERY/SET-UP, INSTALLATION AND REPAIRS (up to 30 minutes) AT VETERAN'S HOME:

PICK-UP OF EQUIPMENT AT VETERAN'S HOME:

LABOR FOR REPAIRS/INSTALLATION:

DELIVERY & SET-UP PERSONAL EMERGENCY RESPONSE SYSTEM:

Total for Option Year 4: $ _________________

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

TOTAL (Base plus all Option Years)

DETAILED DESCRIPTION OF CLINS:

B.2.1a. ROUTINE DELIVERY/SET-UP, INSTALLATION (grab bars, room air conditioning units) AND REPAIRS (up to 30 minutes) at Veteran's home within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment, all required patient education and instruction, etc. Mileage rate shown in CLIN 0009 (by site; paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.1b. EXPEDITED DELIVERY/SET-UP, INSTALLATION (grab bars, room air conditioning units) AND REPAIRS (up to 30 minutes) at Veteran's home within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment, all required patient education and instruction, etc. Mileage rate shown in CLIN 0009 (by site; paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.1c. EMERGENCY DELIVERY/SET-UP, INSTALLATION (grab bars, room air conditioning units) AND REPAIRS (up to 30 minutes) at Veteran's home within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment, all required patient education and instruction, etc. Mileage rate shown in CLIN 0009 (paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.2a. ROUTINE PICK-UP OF EQUIPMENT AT VETERAN'S HOME: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment and obtaining signed and dated Veteran or caregiver document indicating what equipment has been picked up. Mileage rate shown in CLIN 0009 (paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.2b. EXPEDITED PICK-UP OF EQUIPMENT AT VETERAN'S HOME: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment and obtaining signed and dated Veteran or caregiver document indicating what equipment has been picked up. Mileage rate shown in CLIN 0009 (paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.2c. EMERGENCY PICK-UP OF EQUIPMENT AT VETERAN'S HOME: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes all requirements including but not limited to environmental assessment and obtaining signed and dated Veteran or caregiver document indicating what equipment has been picked up. Mileage rate shown in CLIN 0009 (paragraph B.2.5, below) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.3 LABOR FOR REPAIRS/INSTALLATION: Rate per hour for installation/repairs of VA PSAS equipment which exceeds 30-minutes and is being performed in the Veteran’s home or authorized to be performed at the Contractor’s warehouse. Include rates for routine, expedited, and emergency.

B.2.4 RATE FOR PICK-UP/DELIVERY/ASSEMBLY: Rate from the Contractor’s warehouse to the VA ordering facility. This is a flat fee per round trip and not to be charged per item. This would occur when the VA makes a request for delivery of DME to the VA Medical Center. The contractor would deliver the items, uncrate, take the items out of the box, and assemble per manufacturer specifications.

B.2.5 RATE PER MILE BEYOND THE 100-MILE DELIVERY ZONE, round-trip from the Contractor location within the county of the service zone of the VA being served. Rate applies to delivery/set-up, pick-up of equipment, personal emergency response system, installation (grab bars, room air conditioning units), repairs, and maintenance of feeding pumps at Veteran’s home; CLINs 0001a,b,c, 0002a,b,c, 0003a,b,c, 0004, 0005, and 0006. If there is more than one Contractor location that can perform the work, the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor's location and determined using the shortest MapQuest calculation.

B.2.6. ROUTINE MAINTENANCE OF FEEDING PUMPS AT VETERAN'S HOME: (current model-Kangaroo Joey Pump) within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Includes environmental assessment, patient education and, required maintenance, calibration, and replacement supplies per manufacturer requirements. Mileage rate shown in CLIN 0009 (paragraph B.2.5, above) will apply for mileage exceeding the 100-mile distance.

Note: The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home. However, the “Equipment Pick-Up Only” form is required for other equipment pick-up situations.

B.2.7 RATE FOR PICK-UP AT VA/DELIVERY TO ANOTHER VENDOR: This is a flat rate per trip to be used when the Contractor travels from the DME Warehouse to the VA to pick-up equipment and deliver to another vendor within a 20-mile delivery zone from the VA. One example of usage is for the Contractor to go to the VA to pick-up a power chair and deliver it to an auto adaptive dealer. The VA will be charged a flat rate per trip, not per item, from DME warehouse to VA to another vendor. The 20-mile delivery zone refers to mileage from the VA to the other vendor only.

Note: Mileage rate shown in CLIN 0009 (by site; paragraph B.2.5, above) will apply for mileage exceeding the 20-mile delivery zone distance from the VA to the other vendor only.

B.2.8 RATE FOR PICK-UP AT THE VA FOR DELIVERY/SET-UP TO PATIENT HOME: This is a flat rate per trip from the DME warehouse to the VA per request from the VA. The VA will be charged a flat rate per trip and not per item. This rate is in addition to CLIN 0001a, b, c (paragraph B.2.1a, b, c above) and CLIN 0009 (paragraph B.2.5 above).

B.2.9a ROUTINE DELIVERY/SET-UP OF PERSONAL EMERGENCY RESPONSE SYSTEM: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Installation includes installing batteries (included with device), connecting the base unit to power line and telephone line, programming the device per manufacturer instructions to call 911 only or up to 4 other numbers (to be provided by the Veteran), connecting the pendant to one of three accessories requested by Veteran (lanyard, belt clip, or wrist-strap; included with device), and testing to ensure equipment works properly. Veteran will be instructed in how to properly use, care, and maintain the equipment and be provided with a hard copy user guide (to be provided upon award). Mileage rate shown in CLIN 0009 (paragraph B.2.5, above) will apply for mileage exceeding the 100-mile distance.

B.2.9b EXPEDITED DELIVERY/SET-UP OF PERSONAL EMERGENCY RESPONSE SYSTEM: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Installation includes installing batteries (included with device), connecting the base unit to power line and telephone line, programming the device per manufacturer instructions to call 911 only or up to 4 other numbers (to be provided by the Veteran), connecting the pendant to one of three accessories requested by Veteran (lanyard, belt clip, or wrist-strap; included with device), and testing to ensure equipment works properly. Veteran will be instructed in how to properly use, care, and maintain the equipment and be provided with a hard copy user guide (to be provided upon award). Mileage rate shown in CLIN 0009 (paragraph B.2.5, above) will apply for mileage exceeding the 100-mile distance.

B.2.9c EMERGENCY DELIVERY/SET-UP OF PERSONAL EMERGENCY RESPONSE SYSTEM: within delivery zone of 100 miles, round-trip from the Contractor location within the county of the service zone of the VA being served. If there is more than one Contractor location that can perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. Installation includes installing batteries (included with device), connecting the base unit to power line and telephone line, programming the device per manufacturer instructions to call 911 only or up to 4 other numbers (to be provided by the Veteran), connecting the pendant to one of three accessories requested by Veteran (lanyard, belt clip, or wrist-strap; included with device), and testing to ensure equipment works properly. Veteran will be instructed in how to properly use, care, and maintain the equipment and be provided with a hard copy user guide (to be provided upon award). Mileage rate shown in CLIN 0009 (paragraph B.2.5, above) will apply for mileage exceeding the 100-mile distance.

B.2.10 CONTRACT MINIMUM & MAXIMUM/ESTIMATED QUANTITIES: The VA anticipates a single Indefinite Delivery, Indefinite Quantity (IDIQ), firm fixed-price award under the authority of Title 38 U.S.C. Section 8123. Any facility included within the upstate New York VA Health Care Network may order from the contract awarded under this solicitation.

a. During the period of this contract, including option years, the VA will place orders to the awardee totaling a minimum of $5,000.00.

b. During the period of this contract, including option years, the VA will place orders totaling a maximum of $1,500,000.00 per year.

c. The VA only guarantees to the Contractor that it will meet the minimum specified in this paragraph.

d. The figures listed in the Schedule of Services are estimates only and shall not be interpreted as a guarantee. Actual quantities will be based on veteran need for each of the VISN 2 major zones & associated clinics listed.

36C24220R0119

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B.3 PERFORMANCE WORK STATEMENT

B.3.1 RESPONSIBILITIES

SCOPE: The New York VA Health Care Network (VISN 2) desires to enter into a single award contract to provide Durable Medical Equipment (DME) services for their upstate facilities to include: environmental assessment, storage, delivery, set-up, repair, instruction-in-use, and/or pick-up of Government purchased items. The services shall also include the installation of grab bars, room air conditioners, and maintenance of feeding pumps. Some of the equipment that may need to be delivered and set-up includes, but not limited to, hospital beds, feeding pumps, trapezes, patient lifts, mattresses, bathroom equipment, ambulation devices, room air conditioners, etc. Storage of beneficiary items are required to be at a Contractor climate-controlled warehouse according to estimated storage requirements for each major zone within VISN 2.

The Contractor must have pick-up, delivery, set-up, installation (grab bars and room air conditioning units), repair, and equipment maintenance (feeding pumps) capabilities to perform work outlined in this contract for all areas in the proposal. The Contractor shall possess the capability to provide service on a case by case basis to veterans who utilize upstate New York VA Health Care facilities, including those veterans that reside within 100 miles of the New York border (e.g. Massachusetts, Pennsylvania and Vermont).

For the purpose of this contract, the normal delivery or service zone is considered to be a 100-mile round trip from the Contractor location within the county of the service zone of the VA being served, unless otherwise specified. If there is more than one Contractor location that is able to perform the work the one closest to the Veteran will be utilized. The mileage will be calculated from the closest Contractor location doing the delivery and determined using the shortest MapQuest calculation. VA service zones include the major sites and community-based outpatient clinics within those zones and surrounding areas served by that VA Medical Center or major VA Outpatient Clinic. The upstate DME requirement has 4-major service zones:

· Albany, NY area

· Syracuse, NY area

· Finger Lakes area (includes Canandaigua, Bath and Rochester, NY)

· Buffalo, NY area If two (2) deliveries are made in one trip, both outside the delivery zone, VA shall be charged for the first delivery in the usual manner, but the 2nd shall only be billed for the distance between the two locations.

REQUIRED TIMEFRAME DEFINITIONS:

Services within the designated delivery zone of 100-miles round-trip from the Contractor warehouse to the Veteran’s location will be billed at the designated timeframes below dependent upon the type of services required. Pick-up, delivery, and assembly from the DME warehouse to the VA ordering facility will be billed a flat fee per round trip.

Services completed exceeding the 30-minute threshold for repairs or installation (grab bars or room air conditioner units only) will be billed at the designated rates dependent upon the type of services (routine, expedited, or emergency), in addition to the established flat rate for the type of service. Services performed outside the designated delivery zone of 100-miles round-trip from the Contractor facility to the Veteran’s location will be billed at the designated rate per mile, in addition to the established flat rate for the type of service (routine, expedited, or emergency). Contractor will submit proof of mileage using the shortest MapQuest directions. The per mile rate will only be applicable for those services exceeding 100 miles.

· ROUTINE delivery/set-up, pick-up, installations (grab bars, room air conditioning units), repairs, and equipment maintenance (feeding pumps): Must be completed within three (3) business days.

· EXPEDITED delivery/set-up, pick-up, installations (grab bars, room air conditioning units), and repairs: Must be completed within one (1) business day.

· EMERGENCY delivery/set-up, pick-up, installations (grab bars, room air conditioning units), and repairs: Must be completed within four (4) hours of request.

NOTE: Cost of needed parts for repairs is NOT included within Schedule of Supplies/Services. Required parts and new equipment will be procured outside the contract. VA retains the authority to purchase the parts at VA’s discretion. The Contractor is required to have necessary equipment and structure to facilitate loading and unloading of all DME items. VA will NOT pay for lift gate charges.

PERFORMANCE PERIODS:

The contract base performance period shall be from October 05, 2021 through September 30, 2022 (or date of award through a one-year period), plus four (4) one-year renewable options as listed below, which are exercised at the discretion of the Government.

Contractor(s) shall be required to begin services under any contract awarded as a result of this solicitation no later than ninety (90) calendar days after the date of contract award. Within ten (10) calendar days from start of performance, the new Contractor, is required to coordinate with the current Contractor(s), if any, to pass along the VA inventory within their storage warehouse. This will allow the current Contractor(s) to provide continued service during the transition period.

VA RESPONSIBILITIES

The VA procurement official will submit a purchase order to the Contractor, providing the best possible description of the service to be provided. Items requiring set-up in the Veteran’s home will be ordered by Prosthetic and Sensory Aids Service and shipped directly to the Contractor’s facility or Veteran’s home at VA’s discretion.

CONTRACTOR RESPONSIBILITIES

1. Communication: Unless the Contractor is able to communicate using Public Key Infrastructure (PKI) encryption, E-mail communication to COR or VA Procurement official will NOT contain patient identifying information such as name, social security number, address, telephone number, etc. Instead the Contractor is required to reference the purchase order number.

The Contractor will have a live person available to answer calls 24 hours a day, 7 days per week and not an answering machine. An answering service with a live person is acceptable, provided an individual from the Contractor’s staff can be reached by the answering service and is available to return calls within the required timeframe 24 hours a day, 7 days per week.

Calls will be returned not later than 45-minutes from initial receipt and the Contractor will submit a return receipt by fax or e-mail within (2) hours of initial notification by VA for all orders placed to ensure prompt service. The e-mail will reference that the purchase order number has been received and contain no sensitive patient information such as name, address, etc.

2. Service Availability: The Contractor must have the ability to provide services 24 hours a day 7 days per week. PSAS requests for services outside normal business hours have been and are expected to be nominal. Most DME needs are NOT life sustaining and can be addressed during normal business hours. However, the Contractor must be able to address after-hour emergent requests made by VA.

3. New Equipment: For all set-ups and installations, the Contractor will first contact the Veteran to schedule an appointment. Services are to be completed within time frames noted below. For routine requests the Contractor will provide the Veteran a 4-hour window of time between 7:00am and 7:00pm when the Contractor will arrive at the home.

Note: If upon arrival the Veteran does not want the equipment set-up or installed the Contractor will honor the request and ask the Veteran to sign the delivery ticket declining the offer and provide them a copy. In this event, the Contractor will communicate via e-mail and provide a copy of the Veteran signed document to the VA procurement official via fax or overnight mail (at VA COR discretion) within one business day of the visit to the Veteran’s home. The equipment shall be brought back to the Contractor warehouse and added to the VA inventory.

Environmental Assessment For every set-up the Contractor is required to conduct an assessment of the Veteran’s home and environment in accordance with the Joint Commission accreditation standards and maintain documentation of this assessment, findings, and any action taken on an environmental assessment document signed by the DME personnel doing the set-up.

The environmental assessment includes addressing basic home safety such as but not limited to electrical, fire, oxygen, safe and appropriate use of equipment, handling, cleaning, storage, universal precautions, ensuring environment permits safe operation of equipment, noting observable fire or safety hazards, and providing appropriate patient education related to fire/safety hazards. In the event home oxygen is used, the assessment will include but not be limited to proper storage of cylinders and posting of no smoking signs. If a problem is found within the home during a visit the DME personnel will inform the patient of the problem, re-educate the patient, attempt to correct the problem, and document the actions taken and re-education that occurred on the environmental assessment document.

The assessment will also, include Veteran abuse by family or caregivers, or any instance that places the Veteran or Contractor’s staff in immediate danger or precludes the safe setting up or use of the DME. In the event the environmental assessment identifies an emergent issue the Contractor will take appropriate actions and notify the VA COR and VISN Prosthetic Manager immediately or as soon as possible via e-mail and the VA COR by overnight mail. Under no circumstance (except as noted elsewhere for air conditioners and grab bars) will DME equipment be left with the Veteran or installed if it cannot be properly and safely set-up or installed and safely used by the Veteran.

Note: There are two Environmental Assessment forms for use: (1) Standard form for routine services and (2) for “Equipment Pick-Up Only”. The Environmental Assessment form is not required in situations where the VA is asking the contractor to pick-up equipment due to a veteran being deceased or a veteran that is no longer residing at the home.

Other Requirements

1. The Contractor will provide and review the following documents with the Veteran and caregiver: (1) HIPAA/Privacy, (2) Fall Prevention, (3) Infection Control, (4) Fire/Safety, (5) Patient Rights and Responsibilities, (6) Equipment User Guide, (7) Contractor Delivery Ticket, (8) Environmental Assessment, and (9) DME Satisfaction Customer Satisfaction Survey. One copy of documents 1-7 will be left with the patient and/or caregiver.

1. The Contractor will properly assemble and set-up the equipment in accordance with manufacturer requirements and ensure that staff doing the set-up are appropriately trained, competent, and with manufacturer certification (when required by manufacturer) to do the set-up or installation.

1. The Contractor will also, affix to all DME and the equipment user guide a label with two telephone numbers for the Veteran to call if they are having problems with the equipment or the equipment needs repair. Acceptable font is at least size 14 Arial Font or another Font acceptable to VA.

For repair or servicing of this equipment please call:

8:00am - 4:30pm Monday-Friday (VA PSAS Department) If an emergency repair is required after business hours or on a holiday call VA Nurse Helpline: 1-800-877-6976

Emergency instructions for manual operation of hospital beds will be laminated on a card and affixed directly to the hospital beds.

1. The Contractor will provide necessary patient education on the proper use and care of the device indicating the patient’s level of understanding. In addition, a written user guide will be provided to the Veteran for each DME set-up.

1. The Contractor will review all elements on the delivery ticket with the Veteran and/or caregiver and ask the Veteran and/or caregiver to sign the documents.

1. DME Survey: The Contractor will provide a VA approved “DME Satisfaction Survey” to the Veteran at the time of the set-up or installation. The Contractor will ask the Veteran and/or caregiver to complete the survey, seal it in Contractor provided stamped envelope pre-addressed to: Western NY VA Medical Center, PSAS (121) - DME SURVEY, 3495 Bailey Ave Buffalo, NY 14215. The Contractor will ask the Veteran and/or caregiver to mail it or provide it to the Contractor before they leave the home. The Contractor will provide the envelope and postage at their expense. If the Veteran or caregiver wants the Contractor to mail the envelope the Contractor will leave the envelope sealed and mail it to the VA.

1. Grab Bar Installation: Grab bars will only be installed in accordance with Americans with Disabilities Act (ADA) accessibility guidelines (http://www.ada.gov/regs2010/2010ADAStandards/2010ADAStandards_prt.pdf) or as requested by VA therapists. They will only be installed when they can be attached to solid, supporting wall studs. They will NOT be installed in situations where there is likelihood of existing wall damage or where the existing surface is likely to be damaged from the installation (examples include but are not limited to showers with tiles, or shower liners without solid foundation against underlying wall, etc.). Contractor assumes responsibility for any damage that occurs.

If the Contractor is unable to install the grab bars due to likelihood that the existing surface would be damaged and the grab bars potentially, can be safely installed and the Veteran requests they be left and indicates he/she will make arrangements for installation the grab bars may be left with the Veteran. In that event it needs to be noted on the Contractor delivery ticket, “The grab bars were not installed due to likelihood that the existing surface would be damaged. In the Contractor’s view the grab bars can potentially be safely installed in the Veteran’s home as requested. The Veteran indicates he/she will make arrangements to have the grab bars installed and at the Veteran’s request the grab bars have been left at the home.”

1. Room Air Conditioning Units: VA will purchase window or free-standing room air conditioning units. The Contractor is only to complete the installation if it is determined that the units can be safely and securely installed without damaging the existing wall or window structure. If the Contractor is unable to install the air conditioning unit due to likelihood of damaging existing wall or window structure the contractor will still determine if the air conditioning unit can potentially be safely installed. Contractor assumes responsibility for any damage that occurs.

If the contractor believes the unit can potentially be safely installed, and the Veteran requests the air conditioning unit be left and indicates he/she will make arrangements for the installation; the air conditioning unit may be left with the Veteran. In that event it needs to be noted on the Contractor delivery ticket, “The air conditioning unit was not installed due to likelihood of wall or window structure damage. In the Contractor’s view the unit could potentially be safely installed in the Veteran’s home. The Veteran indicates he/she will make arrangements to have the unit installed and at the Veteran’s request the unit has been left at the home.”

4. Equipment Pick-Up: The Contractor will first contact the Veteran to schedule an appointment. Services are to be completed within time frames noted below. For routine requests the Contractor will provide the Veteran a 4-hour window of time between 7:00am and 7:00pm when the Contractor will arrive at the home.

For equipment pick-up the Contractor is NOT required to provide and review the following documents with the Veteran or caregiver: Patient Rights and Responsibilities, HIPAA/Privacy, Infection Control, Fall Prevention, and VA contact telephone numbers for normal and after hour’s assistance. In addition, there is no requirement to obtain the DME Satisfaction survey.

Environmental Assessment For every equipment pick-up the Contractor is required to conduct an assessment of the Veteran’s home and environment in accordance with the Joint Commission accreditation standards and maintain documentation of this assessment, findings, and any action taken on an environmental assessment signed by the DME personnel doing the pick-up.

The environmental assessment includes addressing basic home safety such as but not limited to electrical, fire, oxygen, safe and appropriate use of equipment, handling, cleaning, storage, universal precautions, ensuring environment permits safe operation of equipment, noting observable fire or safety hazards, and providing appropriate patient education related to fire/safety hazards. In the event home oxygen is used the assessment will include but not be limited to proper storage of cylinders and posting of no smoking signs. If a problem is found within the home during a visit the DME personnel will inform the patient of the problem, re-educate the patient, attempt to correct the problem, and document the actions taken and re-education that occurred on an environmental assessment.

The assessment will also, include Veteran abuse by family or caregivers, or any instance that places the Veteran or Contractor’s staff in immediate danger or precludes the safe picking up of the DME. In the event the environmental assessment identifies an emergent issue the Contractor will take appropriate actions and notify the VA COR and VISN Prosthetic Manager within one business day via e-mail and the VA COR by overnight mail. Under no circumstance will an equipment pick-up be done if it cannot be properly or safely completed.

Note: If upon arrival the Veteran and/or caregiver does not want the equipment picked up the equipment is to be left with the Veteran. The Contractor will ask the Veteran and/or caregiver to sign the delivery ticket declining the offer and provide them a copy. In this event, the Contractor will communicate via e-mail and provide a copy of the Veteran or caregiver signed document to the VA procurement official via fax or overnight mail (at VA COR discretion) within one business day of the visit to the Veteran’s home.

5. Repairs: When equipment is in stock and available, the Contractor shall be prepared to provide replacement equipment at the same time they drive to the home to do the repair.

The Contractor will attempt to resolve the problem in the first service call. It is expected that needed supplies for routine repairs will be taken along to the Veteran’s home so that simple repairs can be accomplished in one visit.

Non-routine required parts will be procured outside the contract. The COR or PSAS procurement official will coordinate the source of parts at the time the work is authorized.

For all requests the Contractor will first call the Veteran to arrange an appointment for service. Services are to be completed within time frames noted below. For routine repair requests the Contractor will provide the Veteran a 4-hour window of time between 7:00am and 7:00pm when the Contractor will arrive at the home.

Note: If upon arrival the Veteran and/or caregiver do not want the equipment repaired the repair will not be done. The Contractor will ask the Veteran and/or caregiver to sign the delivery ticket declining the offer and provide them a copy. In this event, the Contractor will communicate via e-mail and provide a copy of the Veteran and/or caregiver signed document to the VA procurement official via fax or overnight mail (at VA COR discretion) within one business day of the visit to the Veteran’s home.

Environmental Assessment For all repairs the Contractor is required to conduct an assessment of the Veteran’s home and environment in accordance with the Joint Commission accreditation standards and maintain documentation of this assessment, findings, and any action taken on an environmental assessment signed by the DME personnel doing the repair.

The environmental assessment includes addressing basic home safety such as but not limited to electrical, fire, oxygen, safe and appropriate use of equipment, handling, cleaning, storage, universal precautions, ensuring environment permits safe operation of equipment, noting observable fire or safety hazards, and…