36C24420Q0939 0001 Amendment .docx

36C24420Q0939

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) None 00244 Department of Veterans Affairs Network Contracting Office 4

00244 Department of Veterans Affairs Network Contracting Office 4

To all Offerors/Bidders

36C24420Q0939

X X X

X The purpose of this modification is to make a clarification that a Vendor can give the same pricing for each delivery zone or different prices for each delivery zone. Additionally, they may choose to quote on any zone they choose but must state which areas they can provide services and are quoting for.

Secondly, this modification is to ensure that all vendors are notified that the solicitation was replaced with a Corrected copy. A copy is included in this amendment as well.

Kevin M. Balser Contracting Officer

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

ATTACHED

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. SIGNATURE 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

36C24420Q0939 08/19/2020 Kevin Balser kevin.balser@va.gov 570-824-3521 X 4071 09-1 -2020 15:00 00244 Department of Veterans Affairs Network Contracting Office 4

X X 621610 $16.5 Million N/A X As stated in Statement of Work

00244 Department of Veterans Affairs Network Contracting Office 4

Austin Payment Center

PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page Delivery and installation of Durable Medical Equipmen (DME) per Statement of work and price/cost schedule.

The resulting contract will be a fixed price IDIQ Requirements contract with a period of perfomance of five years from date of award.

This solicitation is being issued in accordance with FAR Part 13. Any reference to FAR Part 15 is unintended, and the Offeror should seek clarification with the Contracting Officer.

All questions/quotes concerning this solicitation must be emailed to Kevin Balser at kevin.balser@va.gov.

$0.00 See CONTINUATION Page X Kevin Balser Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Kevin M. Balser

Network Contracting Office 4

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Austin Payment Center Department of Veterans Affairs

PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 DURABLE MEDICAL EQUIPMENT (DME) PERFORMANCE WORK STATEMENT (PWS)

A. SCOPE:

The VISN 4: VA Healthcare desires to enter into a blanket purchase agreement (BPA) with Joint Commission (JC) Certified Contractors or equivalent to provide storage, delivery, set-up, repair, instruction-in-use, and/or pick-up of Government purchased items, in accordance with all terms, conditions, provisions, specifications and schedules herein. Deliveries and/or pick-ups shall be made at such times and in such quantities as specified by the VA Medical Center Contracting Officer (CO), and/or the Purchasing Agent. Contractors must meet Joint Commission Standards or equivalent for services provided under this contract. Joint Commission standards can be found at http://www.jointcommission.org/ If contractor is surveyed during the contract term by any accreditation body they shall notify the COR or designee in writing of survey dates and outcomes. If any accreditation is revoked or local, state, or federal citations received during the performance period covered by the contract the contractor shall notify the COR or designee.

Contractors desiring to submit an offer on this BPA must offer services for each zone within a major site. The Government reserves the right to award a single contract or by zone if it feels it is in the best interest of the Veterans and Government.

Major sites with affiliated zones are:

James E. Van Zandt VA Medical Center - 2907 Pleasant Valley Blvd, Altoona, PA 16602 Pennsylvania Counties: Bedford, Blair, Cambria, Cameron, Centre, Clearfield, Clinton, Elk, Huntingdon, Indiana, Jefferson, Juniata, Mifflin, and Somerset Counties, West Moreland, VA Butler Healthcare, 353 North Duffy Road, Butler, PA 16001 Pennsylvania Counties- Allegheny, Armstrong, Beaver, Butler, Clarion, Forest, Lawrence, Mercer, Venango; Ohio Counties- Ashtabula; West Virginia Counties- Marshall

Erie VA Medical Center, 135 East 38th Street Boulevard, Erie, PA 16504 New York Counties- Chautauqua, Cattaraugus; Pennsylvania Counties- Warren, Venango, Crawford, Mercer, Forrest, Cameron, Potter, Jefferson, Kane; Ohio Counties- Ashtabula, Lake, Geauga, Trumbull

VA Pittsburgh Healthcare System, University Drive, Pittsburgh, PA 15240 Ohio counties- Belmont, Columbiana, Harrison, Jefferson, Mahoning, Portage, Trumbull, Muskingum; Pennsylvania Counties- Allegheny, Armstrong, Beaver, Butler, Clarion, Fayette, Greene, Indiana, Lawrence, Washington, Westmoreland, Venango; West Virginia Counties- Hancock, Marshall, Ohio, Tyler; Maryland Counties- Garrett The Contractor must have pick-up, delivery, and repair capabilities to perform work outlined in this BPA within the geographic area of any major site or zone the contractor shall quote on. For example, if quoting on the Butler zone, the Contractor must have pick-up, delivery, and repair capabilities to perform the work in the Butler zone.

NOTE: New areas associated with major sites may be added during the life of this contract.

B. RESPONSIBILITIES:

Prosthetics and Sensory Aids Service Responsibilities:

The Prosthetics and Sensory Aids Service (PSAS) representative, Purchasing Agent, and/or Contracting Officer shall submit an order and/or call to the Contractor, providing the best possible description of the service to be provided including at a minimum, make/model, serial number (if available) as well as the problem requiring repair when applicable. Items requiring set-up in the Veteran’s home shall be ordered by Prosthetics and shipped directly to the Contractor’s facility or Veteran’s home when possible.

Contractor Responsibilities:

1. Hours of Operation The contractor shall maintain business hours of operation at the facility between 8:00 a.m. and 5:00 p.m., local time, Monday through Friday, excluding Federal holidays.

The contractor shall have a well-established communication system providing 24-hour a day emergency services. The contractor shall provide emergency repair or delivery services within 4-hours of notification, or if there is a safety issue that requires resolution prior to the next business day.

If an answering service is used to take emergency calls after hours, the answering service shall inform the patient that the contractor shall call the patient within 1-hour. The contractor shall respond to the patient by telephone within 1-hour of the initial patient call.

2. Delivery/Set-up, Pick-up & Repair Orders All delivery/set-ups, pick-ups & repairs are to be accomplished by the nearest contractor location to the Veterans residence.

The Contractor shall pick-up all equipment delivered to the VA Medical Center warehouse when notified by the COR.

The Contractor shall contact the Veteran to arrange an appointment for services the same day for emergency and within one business day for routine requests. If the request is to be completed at the residence of the veteran, the Contractor shall provide the Veteran a minimum of a 4-hour window of time when the Contractor will arrive at the residence.

Upon receipt of items of dropped shipped or VA stocked items, the Contractor shall complete the delivery/set-up, pick-up or repairs as follows:

Emergency orders: Within 4-hours of receipt of order or required VA ordered equipment.

Routine: Within 2-buiness days of receipt of order or receipt of required VA ordered equipment.

In the event the Contractor is unable to complete the request they shall inform the COR, purchasing official, and/or Contracting Officer via e-mail that day. In the event the COR, Purchasing Agent, contracting Officer, and/or or Contractor’s email is unavailable, notification shall be made by telephone to the COR, Purchasing Agent, and/or Contracting Officer the next official business day.

For invoice and payment purposes, in the event a requested emergency order is not completed within the hours of request received the orders shall be treated as routine if completed within 2-business days.

The Contractor shall provide education, training, and instructions to each Veteran at the time of set-up or repair. This information is to be presented verbally, in demonstration and in addition, the material covered shall be left with the beneficiary/caregiver in written English format. In the event English is not easily understood the COR shall be notified to facilitate hospital translator services. The contractor shall provide written and oral instruction to the beneficiary at a clearly understandable level of reading and in an easily read font (acceptable to the VA). The Contractor shall provide to the COR, Purchasing Agent, and Contracting Officer an electronic copy of the educational packet to be utilized with Veterans before starting services under this contract. These documents shall be approved by the COR, Purchasing Agent, and Contracting Officer before starting services under this contract. The contractor shall also provide to the COR, Purchasing Agent, and/or Contracting Officer an electronic copy of any proposed revisions, additions, or deletions to the educational packet during the course of the contract for review and concurrence.

For all set-ups and repairs, the Contractor shall provide the Veteran and review elements of the DME Delivery Checklist (Attachment #1), Patients’ Rights Responsibilities Document (Attachment #4), and Patient Satisfaction Survey (Attachment #5). The Contractor is responsible for maintaining a copy of all documentation in the Veterans file. All or any part of the delivery documentation may be requested by the COR, Purchasing Agent, and/or Contracting Officer upon request or routinely for all Veterans.

The contractor shall provide an Equipment User Guide for the specific equipment issued. This shall include basic operation instructions such as connection, removal, emergency procedures, care and maintenance, equipment specific safety precautions, and the contractor and VA telephone number that should be used for equipment service and/or repairs.

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

In addition to all required education and training, the contractor shall provide the Veteran with a local or toll-free telephone number printed on labels (acceptable to VA) that the contractor shall affix directly to the equipment and equipment user guide document.

If authorized repairs cannot be completed at the Veteran’s residence, the Contractor may take the equipment to their facility, make the repairs and return item to Veteran’s residence as soon as possible. If possible, loaner equipment equal to the device in repair will be provided to the Veteran.

In addition, the Contractor shall inform PSAS within one business day if the Veteran no longer lives at the address on file, provided to the contractor by PSAS.

3. Environmental Assessment When equipment is delivered to a Veteran’s home, the contractor shall review on-site environmental conditions including but not limited to electrical connections if powered equipment is delivered and observation of any fire/safety hazards. This includes addressing basic home safety, 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. If environmental or safety issues prevent safe operation of existing equipment/new equipment, the Contractor shall not leave the equipment, and shall notify PSAS within one business day of occurrence.

VA shall work with the patient to abate the condition preventing safe operation and use of the equipment. Contractor staff shall note on delivery receipt any deficiencies noted.

4. Incomplete Work In the event that there are unforeseen conditions (i.e. Veteran passes away or moves) after the Contractor has begun authorized work on behalf of the beneficiary, the Contractor shall immediately inform PSAS prior to completion of the work. PSAS will determine if work shall be completed, discontinued, or changed at that time, and disposition of equipment and parts shall be determined by PSAS.

If the Contractor is instructed not to complete the work by PSAS, the Contractor shall be reimbursed for the portion of the job that has been completed. The Contractor shall be required to certify to these circumstances for invoicing purposes in lieu of written proof of delivery.

5. Repair Estimates During Duty Hours, the Contractor agrees to submit an electronic estimate to the Purchasing Agent and/or Contracting Officer. Verbal estimates may be accepted if the contractor is out in the field and is unable to provide an electronic estimate. The verbal estimate shall be followed with an electronic estimate within one business day.

Contractor shall attempt to resolve problem in first service call. It is expected that needed supplies for routine repairs shall be taken along to the Veteran’s home so that simple repairs can be accomplished in one (1) visit.

If work cannot be completed in the initial service call, Contractor shall send via e-mail to PSAS representative an estimate broken down to include list of required parts showing manufacturer, stock/part number and cost for each item and the delivery charge as well as length of time required for repair. In the event the Purchasing Agent, Contracting Officer, and/or Contractor’s email is not functioning, notification shall be made by telephone to the Purchasing Agent, Contracting Officer, and/or overnight mail within one calendar day of the occurrence.

For all repairs except emergencies required during non-administrative hours, the contractor shall receive an order, call or verbal authorization from purchasing official prior to performing any work.

The VA reserves the right to compete all repairs over the micro-purchase threshold of $2500.00 for services. The VA also reserves the right to purchase required parts and have them delivered to the Contractor. In this event, Contractor is authorized to provide parts for repair, the contractor agrees to provide parts at cost +15% markup.

6. Emergency / Non-Duty Hours On occasion, there may be a need for emergency services during non-duty hours. Emergency services may be requested by an authorized VA official for delivery and set-up of VA stock equipment. An example would be a hospital bed delivery for a patient being discharged during non-duty hours.

Emergency repairs during non-duty hours shall be limited to equipment or repairs previously provided or issued by VA, AND instances where there is a clear indication of a safety issue for the Veteran that needs to be addressed before the next business day. In the event an emergency repair is required, Contractor has authorization for such repair, not exceed $500 per occurrence. Repairs above the preauthorized amount must have authorization of the Purchasing Agent and/or Contracting Officer. Repairs shall not be authorized for convenience or situations where there was no safety issue necessitating an immediate repair.

The contractor shall submit a proper invoice along with the circumstances of the emergency repair/service to the COR, Purchasing agent, and/or Contracting Officer on the first business day following the emergency repair/service.

7. Notification of Delays The Contractor shall notify the COR, Purchasing Agent, and/or Contracting Officer via e-mail and show cause in the event they are unable to deliver the required services in accordance with the Government’s required delivery date. In the event the COR, Purchasing Agent, Contracting Officer and/or Contractor’s e-mail is not functioning, notification shall be made by telephone to the COR, Purchasing Agent, Contracting Officer, and/or overnight mail within one calendar day of the occurrence.

8. Delivery Zones VA service zones include the VA Medical Centers, Clinics and surrounding areas they service listed in the scope of this contract. The Contractor must have pick-up, delivery, and repair capabilities to perform work outlined in this contract and submitted in the offer.

9. Storage Contractor to provide a secure, contained area, with adequate space, for the storage of Government owned supplies and equipment covered under this contract. The space shall be adequate for the storage of Government-owned equipment in an efficient and orderly manner to avoid damage to the equipment. Storage area must conform to all applicable State, local and National Fire Protection Association (NFPA) Codes. The storage area shall be climate controlled throughout the year relevant to proper temperature and humidity for the equipment being stored.

Contractor shall provide adequate storage for VA and beneficiary items at contractor facility at no additional charge to the VA. These costs should be taken into account when submitting bid for services covered within this contract.

The storage requirements may vary for each delivery zone and may be adjusted by major site Purchasing Agent and/or Contracting Officer as needed throughout the life of this contract in order to meet the needs of the government. Below is an estimated amount of storage space required by each major site, and then broken down by delivery zone:

James E. Van Zandt VA Medical Center - 2907 Pleasant Valley Blvd, Altoona, PA 16602 2,000 sq. ft.

V A Butler Healthcare, 325 New Castle Road, Butler, PA 16001 1,000 sq. ft.

Erie VA Medical Center, 135 East 38th Street Boulevard, Erie, PA 16504 1,500 sq. ft.

VA Pittsburgh Healthcare System, University Drive, Pittsburgh, PA 15240 2,500 sq. ft.

The contractor shall provide a clean, separate and secure storage area for all VA owned equipment and supplied apart from all other contractor-owned equipment and supplies. The contractor shall store all VA owned items in an orderly arrangement, to allow for ready access to any item. The contractor shall insure that Clean and Dirty areas are kept separate, and shall divide VA storage space into three (3) areas with the following designations:

1. Pending Assessment

2. Pending Repair

3. Ready for Issue

10. Inventory Upon commencement and completion of this contract, Contractor and COR shall jointly inventory all Government-owned equipment. Commencement inventory shall take place at the prior contractor’s location for each zone or facility and an inventory document (list) shall be signed by all parties. This inventory shall include item description, model/stock number, serial number, quantity, and condition. Condition shall be considered: New, Good, Fair, and Poor. It is then the responsibility of the new contractor to pick up all Government owned equipment and supplies from the old contractor. The cost for this transition shall not be a designated separate charge; it is anticipated that the transition expenses incurred will be factored into the proposed overall bid.

The Contractor shall provide a current inventory document list of Government property in its possession weekly to the COR, Purchasing Agent, and/or Contracting Officer. This document will contain the same information as the initial document list, and be submitted electronically to the COR, Purchasing Agent, and/or Contracting Officer. Inclusive with this inventory, the contractor is to provide a wheelchair checklist to include the make, model, serial number, seat depth, seat width, back height and wheelchair width, in addition, whether the chair has elevating or fixed leg rests, or removable or fixed arm rests, manual and/or power chair features.

Contractor shall establish and maintain a system of control to protect and preserve all Government property. Examples of items to be stored and or repaired are listed on Attachment #6. This list is not exclusive and will change based on the need of the Government.

Orders for replenishment of stock, or items to be delivered to Veterans shall be placed throughout the year by the VA facilities. The Contractor must notify the COR, Purchasing Agent, and/or Contracting Officer within one business day of receipt of such orders, by providing the packing slips via electronic copy. If packing slip is not available, Contractor will provide the purchase order number (if available), date received, items received, and quantity. Contractor shall NOT accept equipment or items that are damaged, and contact the COR, Purchasing Agent, and/or Contracting Officer immediately or as soon as possible. Original copies of delivery invoice and/or packing slip must be sent to the COR, Purchasing Agent, and/or Contracting Officer.

All items that are VA property must be tagged that shall display the item description, make, model, item number and serial number of the item.

11. Site Visits / Inspections Prior to award of BPA, the Contractor’s facility shall be subject to inspection and approval by representatives of the VA.

The VA reserves the right to inspect the facilities of the Contractor at any time during the term of this contract for the purpose of monitoring Contractor performance with all contract requirements. Inspections shall be conducted by the COR, Purchasing Agent, and/or Contracting Officer, and may be scheduled in advance or unannounced. All inspections will be conducted during normal duty hours unless otherwise scheduled.

During the site visits, VA may review all information on employees providing service under this contract. All training, licensure and competency files must be maintained at each branch that the employee works at in addition to the central office for employees providing service under this contract. The contractor agrees to make available all records and documentation necessary during the monitoring visits, requested by the COR, Purchasing Agent, and/or Contracting Officer.

The Contractor will be subject to inspections by Joint Commission or an equivalent accreditation organization, as part of the hospital Joint Commission Accreditation process if Contractor is not Joint Commission Accredited. If the Contractor fails to meet the required standards the contract may be terminated. If during a visit from JC or equivalent accreditation organization, the Contractor is found to have deficiencies that impact the hospitals accreditation, the Contractor shall be afforded the same opportunity to correct the deficiency as the JC or equivalent accreditation organization, the Contractor is found to have deficiencies that impact the hospitals accreditation provides the hospital. The COR, Purchasing Agent, and/or Contracting Officer must receive immediate notification of any return visits by the JC or equivalent accreditation organization, and written documentation of all findings within thirty-six (36) hours following the visit. The aforementioned applies to any Subcontractor or branches performing work under the terms of this contract. Prime contractors are responsible for insuring that Subcontractors performing under this contract shall meet JC Accreditation standards and maintain those standards during the duration of this contract.

12. Employee Training / Licensure / Competency Contractor is responsible to ensure staff is competent in all training, licensure, and competencies for all services under this contract, in accordance with Joint Commission Home Medical Equipment Standards or equivalent.

Contractor employees shall have manufacturer-specific training and competency certification for each brand of durable medical equipment prior to performing work on equipment. Potential offerors are required to provide to proof of competency on the following brands at minimum-Invacare, Motion Concepts, Sunrise Medical, Pride, Golden Technology, Drive Medical, and any DME brands that are placed on future National Acquisition Contracts. Additionally Rehab Engineer and Assistive Technology Society of North America (RESNA) professional certification is highly desirable.

When any services under this contract are not provided directly by an employee of the Contractor (i.e., subcontractor), the Contractor shall have a written agreement with the subcontractor defining the nature and scope of services provided. The written agreement shall stipulate that the contracted individual or organization shall adhere to organization policies, including personnel (qualifications, licenses, competencies, etc.) compliance with Joint Commission standards or equivalent, and this documentation shall be on file at the location of branch where staffs are providing services during VA site visits.

The contractor shall be responsible for the acts and omissions of his/her employees, his/her Subcontractors or satellite offices and their employees. Sub-contractors are required to adhere to the requirements of this contract.

13. Contractor Failure to Meet Government-Required Delivery Schedule In the event the Contractor is unable to deliver the required services in accordance with the Government’s required delivery schedule, the VA reserves the right to make arrangements with an alternate vendor.

14. Direct Care The Contractor shall not do hands-on care, admit or assess, or do plans of care, or discharge any VA patients.

15. Equipment Pick-Up, Returns, and Disinfecting Equipment The Contractor shall have written policies governing equipment handling and cleaning in accordance with Joint Commission standards or equivalent. The Contractor shall inform the COR and obtain COR approval before making any changes in policies and practices governing equipment handling and cleaning.

Returned equipment that the Contractor has been authorized by PSAS to pick up shall be inspected and tested for satisfactory operation. Contractor shall notify PSAS if the equipment is serviceable and economically feasible to repair/refurbish for reissue. Any items identified by the Contractor or PSAS as unserviceable or uneconomically repairable shall be reported to the COR, Purchasing Agent, and/or Contracting Officer for specific disposal instructions.

The Contractor is required to disinfect all used durable medical equipment in storage prior to delivery, all durable medical equipment being returned to inventory after use, and pick-up from VA Beneficiaries. The Contractor is required to use a barrier in the delivery/pick-up vehicle to separate disinfected/clean items from non-disinfected/dirty items at any time when both classes of items will co-exist in the vehicle. The interior of the vehicle must be routinely disinfected after removal of any no disinfected/ dirty items.

In all cases where a bed is to be issued, a new mattress shall be provided by the VA to the Contractor. The Contractor shall dispose of any mattresses that are picked-up by the Contractor at no additional cost to the VA.

16. Solicitation Contractor shall not solicit from beneficiaries of the VA.

17. Warranty Contractor warrants all work performed for a period of 30 days barring equipment abuse. The Contractor will also verify with the manufacturer for warranty coverage for repairs prior to billing VA. The Contractor shall not be compensated by VA or the Veteran for any work performed under warranty.

18. Incident Reporting System The Contractor shall maintain an Incident Reporting System for reporting and documenting all accidents and injuries and for documenting safety hazards. All incidents regarding this BPA shall be reported to the COR, Purchasing Agent, and/or Contracting Officer within 24 hours after occurrence.

19. Recalls All product recalls including required or recommended removal, adjustments or modifications associated with equipment delivered or repaired under this contract shall be reported to the COR, Purchasing Agent, and/or Contracting Officer in writing within 24-hours after occurrence. Any items subject to a recall shall be discontinued from use until otherwise authorized by the COR, Purchasing Agent, and/or Contracting Officer. The Contractor shall provide the following information to the COR, Purchasing Agent, and/or Contracting Officer via e-mail within 24-hours after occurrence:

(1) A complete item description, identification

(2) Administrative identification data including contact number, order numbers, and order date

(3) Reason for recall, removal, adjustment, or modification

(4) Instructions and Contractor recommendations for appropriate corrective action In the event the COR, Purchasing Agent, Contracting Officer, and/or Contractor’s e-mail is not functioning, notification shall be made by telephone to the COR, Purchasing Agent, Contracting Officer and/or overnight mail within one business day of the occurrence.

20. Infection Control Requirements Contractor must have a current infection control policy for surveillance, prevention and control of infection. The plan must meet current Joint Commission standards or equivalent. If any beneficiary is exposed to a communicable disease by contracted staff during an identified incubation period, the contractor shall report this to the COR, Purchasing Agent, and/or Contracting Officer. The communication shall include the name(s) of any Beneficiaries exposed and the type of exposure.

Standard precautions shall be used to prevent exposure to blood borne diseases when handling all contaminated equipment/items. Gloves shall be worn when handling items soiled with blood and/or body fluids. Hands shall be washed before and after visiting each Beneficiary and when gloves are removed. Contaminated equipment shall be separated from clean equipment.

The Contractor’s warehouse shall have clearly labeled contaminated and clean storage areas marked off with tape. Contractor is required to have a procedure that shall meet Joint Commission Standards or equivalent for handling the pick-up of dirty equipment.

21. DME Checklist and Patient Rights Document The Contractor is required to issue a DME Check List, and Patients’ Rights and Responsibilities Document (Attachment 1 and 4) at the time of each delivery to each VA Beneficiary. These documents serve as a place to document VA Beneficiary signature of receipt of items being delivered, receipt of manufacturer’s written instruction-in-use, and understand how to safely use and care for the equipment. The DME Checklist shall include information to the VA Beneficiary regarding procedures to follow in order to contact the VA in the event emergency services are needed in relationship to the delivered equipment. One copy of the DME Checklist and Patients’ Rights and Responsibilities document shall be left with the VA Beneficiary. The Contractor shall provide a signed copy of the DME Checklist to the VA Purchasing Agent who placed the order within 3-business days of completion of work. The Contractor shall review the patient rights document with all delivery, set-up, and repair personnel to help ensure these rights are honored. These patient-signed documents shall not be made available to other organizations and the public unless authorized by the Contracting Officer in accordance with the Freedom of Information Act. This service is included in this contract at no additional charge to the VA.

22. Reports

(a) VA Quality Control and Patient Survey The contractor shall have an on-going VA-specific Quality Control (QC) program designed to objectively and systematically monitor and evaluate the quality of the DME services provided to Veterans, identify and resolve problems and pursue opportunities to improve DME services for Veterans.

A DME Customer Satisfaction Survey (Attachment 5) shall be provided to each patient served along with an envelope addressed to the COR. When the COR receives the information, it will be reviewed, noting any negative comments, and then it shall be forwarded to the Contractor who shall keep track of the results for each site and provide the data, trends, and comments, in a format provided by the VA.

A quarterly summary of the QC Program and VA Patient Survey shall be submitted to the COR by the fifth workday of each new quarter. Quarters begin on October 1; January 1; April 1; and July 1 of each year.

(b) Weekly Inventory Report Contractor shall establish and maintain a system of control to protect and preserve all Government property. A weekly inventory of equipment in storage shall be submitted to the COR. Monthly inventories must be submitted via e-mail to the COR or designee on or before the 5th workday of each month. This inventory shall include the item description, quantity of items, serial numbers (if applicable) and conditions thereof.

(c) Timeliness Report The contractor shall provide the COR at each facility served a monthly timeliness report approved by the COR. The report shall show the purchase order #, date received, type of service (delivery/pick up/repair), date delivery or repair was completed. The report shall include a monthly trend graph that depicts the timeliness of service by month and facility.

The timeliness report and graph shall be provided to the COR electronically, by the 5th work day of each month.

(d) Joint Commission Compliance Report Non Joint Commission (JC) accredited contractors shall be required to provide comprehensive monthly reports, approved by the VA, throughout the duration of the contract with specific documentation for each JC standard showing they are in 100% compliance with each and every applicable JC standard. This report shall be provided to the COR electronically, by the 5th work day of each month. Joint Commission Standards can be found at http://www.jointcommission.org/.

23. Acceptable Service, Reporting Systems and Quality Control The Contractor agrees to maintain acceptable service, reporting systems and quality control that meets the level of Joint Commission Standards. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. E-mail and overnight mail notification shall be provided to COR regarding any adverse action by a regulatory agency.

24. Bereavement The Contractor shall establish a written policy detailing how employees are to approach and deal with bereaved family members when picking up or delivering equipment for a deceased beneficiary. This plan shall include provision of training to all employees who work with veterans and/or their families. The COR shall review and approve the policy and training plan prior to implementation by the Contractor.

25. Public Key Infrastructure Contractor must have Public Key Infrastructure (PKI capability). This is a combination of hardware, software, policies and administrative procedures that provide a framework to use PKI cryptography to transfer sensitive data in a secure confidential manner.

26. Fire / Safety Codes The contractor shall meet all Federal, State, and local fire and life safety codes.

27. Emergencies and Back-Up System The contractor shall have a well-established communication system, providing 24-hour a day emergency services and the ability to provide services at the beneficiary’s home within a maximum of 4-hours of notification.

The Contractor shall have an emergency preparedness plan in place designed to provide the appropriate continuing level of care and support in the event of an unexpected interruption to VA beneficiary services. A copy of this plan must be submitted to the VA and approved prior to implementation of contract services.

During a local, state, or federal declared emergency for the events of a natural disaster, severe weather and pandemic health emergencies that pose a serious public health risk, the six month routine assessment may be completed by a telephone or virtual visit by the vendor until such time that declared emergency is lifted. The VAMC will notify the vendor when these circumstances exist to invoke this contingency. The VAMC reserves the right to require an in-home visit during said emergency when the VAMC deems it necessary for Patient safety.

Vendor process for resumption of face to face Veteran visits for delivering, set up and education regarding DME.

· Facilities to contact their vendors.

· Vendors required to resume face to face visits per contract.

· Request vendor to provide their COVID SOPs for entering the home and interacting with Veterans.

· Review SOPs with infection control representative and report to applicable committee.

· If the vendor refuses to resume face to face visits then the VA POC must be notified. The POC will contact the VISN POC.

· If Veteran refuses face to face visit then the VA POC must be notified. This will be reviewed by facility POC on a case by case basis to make a determination.

A telephone or virtual visit will review at minimum:

· The entire Plan of Care

· Safety review from the Plan of Care

· Fall assessment

· Fire safety and education

· Recent hospitalizations, infections/ any related health concerns

· Review DME availability, storage, supplies, display of applicable signs posted

· 6 month equipment checks can be completed by phone to include current hours/supply needs.

· When equipment need replaced, vendor will contact the Patient and agree on a secure place to deliver the equipment and document where the driver is to leave the equipment, supplies.

Vendor is to confirm pick up of delivered equipment/ supplies with the Patient and document on the delivery ticket.

In times of Pandemic health emergencies, deliveries will made in a no contact method when possible and a pre-arranged location will be determined with Veteran. Vendors are urged to take a photograph of the items as documentation of the delivery.

CLIN: telephone or virtual visit by the vendor until such time that declared emergency is lifted

28. Billing The Contractor shall prepare and submit a proper invoice in arrears to the authorizing PSAS agent and/or Contracting Officer. Contractor shall not bill VA until authorized delivery/set-up and repairs are complete. VA shall not pay for unauthorized repairs.

Authorization shall be provided to the Contractor with a Purchase Order, which may have Government purchase card information. If the purchase card information is not included, the Contractor is to contact the authorizing agent for that information upon completion of the work. This purchase card information shall only be used by the Contractor for that particular authorization. Under no circumstance shall the Contractor retain any Government Purchase Card information, for future authorizations.

Invoices will be provided to the authorizing agent via secure email or fax within 2 work days (48 hours), of charging the purchase card.

The labor rate for repairs pertains to equipment purchased by PSAS for Veteran’s use.

This rate is NOT to be used for any requested equipment set-ups or pick-ups as these are a flat fee and no additional labor charge is permitted unless the setup is more complex and will require preauthorization by the PSAS authorizing agent.

The routine rate shall be used for routine repairs that need to be completed within 3-business days. The emergency rate shall be used for emergency repairs that need to be completed within 4-hours of request.

A report of outstanding unpaid or incomplete jobs will be submitted via e-mail to the COR, Purchasing Agent, and/or Contracting Officer on or before the 5th workday of each month.

29. Proper Invoice Invoices submitted for payment of services provided under this contract must contain identification of the ordering facility and other substantiating documentation or information as required by the contract. Attached to each invoice will be a completed Delivery Ticket, signed by the Veteran.

The consolidated invoice shall include:

1. Patient Name

2. Date of Performance

3. Point of Origin and Destination

4. Description and Condition (new or used) of item delivered/picked-up/repaired

5. Serial number (if applicable)

6. HCPC Code of service or item

7. Charges assessed for this service

8. Purchase Order Number assigned by Purchasing Agent

9. Quote Number for repair (if applicable)

10. Invoice Number

30. Payment Payments may be made by a PSAS agent, and/or Contracting Officer using either the Government Purchase Card and/or purchase order depending on the invoice amount.

Vendor shall have level II credit card equipment capable of showing appropriate VA assigned Purchase Order number in each charge processed for payment. Charge for each purchase order shall be processed individually; utilizing the provided purchase card account number, referencing the VA assigned Purchase Order number.

B.3 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the…