36C24421Q0707_1.docx

36C24421Q0707

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

36C24421Q0707 07-27-2021 McDaniel Brayboy III 08-16-2021 15:00

EDT

00244 Department of Veterans Affairs Network Contracting Office 4

X X 621610 $16.5 Million N/A X 00693 Wilkes-Barre VAMC 111 East End Boulevard Wilkes Barre

PA

18711 00244

Government Purchase Card

See CONTINUATION Page DME Medical Supplies for Wilkse Barre VAMC. 9/1/2021 - 8/31/2026 The Contracting Officer anticipates awarding a fixed-price Indefinite-Delivery Requirements contract.

All orders will be made by prosthetics and sensory aid service staff and paid via Government Purchase Card.

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 Balser

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.

Government Purchase Card

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 Performance of Work Statement

B.4.1 INTRODUCTION

B.2.1.1 For this contract the Wilkes-Barre VA Health Care System (WB VAHCS) consists of the following facilities:

Wilkes-Barre VA Medical Center, 1111 East End Blvd., Wilkes-Barre, PA 18711

· Allentown, PA Outpatient Clinic, 3110 Hamilton Boulevard Allentown, PA 18103

· Bangor, PA Outpatient Clinic, 701 Slate Belt Boulevard Bangor, PA 18013-9341

· Berwick, PA Outpatient Clinic, 301 West Third Street Berwick, PA 18603

· Honesdale, PA Outpatient Clinic, 600 Maple Ave. Suite 2 Honesdale, PA 18431

· Sayre, PA Outpatient Clinic, 1537 Elmira Street Sayre, PA 18840

· Tobyhanna, PA Outpatient Clinic, 1705 Warren Avenue, Williamsport, PA 17701

B.2.1.2. This Contract is for non-personal services. It does not create employment rights with the U.S. Government whether actual, inherent, or implied. By agreeing to perform the services described in these specifications, the Contractor acknowledges that he/she is not, and shall not become, an employee of the U.S. Government. The Contractor further agrees that he/she shall not bring any cause of action in any forum claiming that he/she has become an employee of the U.S. Government.

B.2.1.3. This Contract is a “non-personal services Contract” as defined in FAR 37.101. It is, therefore, understood and agreed that the Contractor and/or the Contractor’s employees or subContractor:

B.2.1.4 Shall perform the services specified herein as independent Contractors, not as employees of the government.

B.2.1.5. Shall manage and administer the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this Contract.

B.2.1.6. Shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but B2.1.7. Shall, pursuant to the government’s right and obligation to inspect, accept, or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer as is necessary to ensure accomplishment of the Contract objectives.

B.4.2 OBJECTIVES

The DME(Durable Medical Equipment) Services Contractor and Wilkes-Barre VAMC’s PSAS (Prosthetics and Sensory Aids Service) will work together to increase the efficiency of the DME program management and both parties will collaborate to enhance services and increase efficiency as it relates to the delivery of DME.

The Contractor will have DME delivered timely by trained, competent, professional and courteous Contractor personnel while providing each patient with user-level education with complete and clear instructions regarding the DME’s use, care and maintenance.

B.4.3 SCOPE

1. DME SERVICES AND GEOGRAPHIC AREA

The DME Services Contractor will provide a comprehensive DME program furnishing all non-personal services, personnel, equipment, tools, materials, vehicles, training, reports, and facilities necessary for the pick-up, delivery, cleaning, installation, repair (when required) and storage of DME for the beneficiaries of the Department of Veterans Affairs Medical Center, 1111 East End Boulevard, Wilkes-Barre, PA 18711. Performance of this Contract will involve interaction with Veteran patients and their Caregivers. Contractor personnel will also interact with the COR and other members of the Wilkes-Barre PSAS during the DME ordering process and also with Federal Supply Schedule (FSS) vendors and delivery services regarding drop shipments of DME. This Contract may be impacted by changes in regulation, legislation, or medical service policy initiatives identified VA national, regional, or local directors. The following is a list of counties and states that should be provided service under the terms and conditions of this Contract:

Pennsylvania: Bradford, Susquehanna, Lycoming, Sullivan, Wyoming, Lackawanna, Wayne, Pike, Union, Montour, Columbia, Luzerne, Monroe, Carbon, Northumberland, Snyder, Schuylkill, Northampton and Lehigh and one county in New York: Tioga.

DME services needed in areas that are outside the areas listed above are considered to be outside the scope of this Contract and will be procured by PSAS using other procurement methods (e.g., simplified acquisition procedures).

1. Wilkes-Barre VAMC Operational Days and Times Wilkes-Barre VAMC’s Administrative Work Hours are Monday through Friday, 8:00 a.m. – 4:30 p.m., exclusive of these holidays: New Year’s Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and any other day designated a holiday by federal law, Executive Order, or Presidential proclamation.

When the holiday falls on a Saturday, the Wilkes-Barre VAMC observes the holiday on the preceding Friday. When the holiday falls on a Sunday, the Wilkes-Barre VAMC observes the holiday on the following Monday.

B.4.4 DEFINITIONS and ACRONYMS AQL: Acceptable Quality Level Acceptable Quality Level: An AQL is the maximum allowable degree of deviation from the standard and it is expressed as either a percentage of deviation from the performance standard or as an absolute number; an AQL with a deviation of zero, for example, means that no deviation from the standard is acceptable.

Caregiver: An individual providing or assisting the Veteran patient with personal care. This may also be a family member.

Contract: An agreement between two or more parties that is legally binding.

CBOC: Community Based Outpatient Clinics CDR: Contract Discrepancy Report Contract Discrepancy Report: Formal documentation of a Contractor’s failure to some aspect of a Contract that explains why performance was unsatisfactory, how performance will be returned to satisfactory levels and how recurrence of the problem will be prevented in the future.

CO: Contracting Officer COR: Contracting Officer Representative Contracting Officer: A Government official with designated authority to enter into, administer, and terminate a Contract and to make related determinations and findings on behalf of the Government.

Contracting Officer’s Representative: A Government official designated by the CO that’s responsible for providing Contract oversight and technical guidance to the Contracting Officer.

Contractor: The entity that enters into a Contract with the government resulting from award of any subsequent Contract.

DME: Durable Medical Equipment.

Durable Medical Equipment: any equipment that provides therapeutic benefits to a patient in need because of certain medical conditions and/or illness. DME consists of items which: (1) are primarily and customarily used to serve a medical purpose; (2) are not useful to a person in the absence of illness or injury; (3) are ordered or prescribed by a physician; (4) are reusable; (5) can stand repeated use, and; (6) are appropriate for use in the home. DME includes, but is not limited to, wheelchairs (manual and electric), hospital beds, traction equipment, canes, crutches, walkers, grab bars, Telehealth monitors, pressure mattresses, stair glides, seat lift mechanisms, and nebulizers.

EA: Each Emergency: An immediate risk to a person's life or long term health as determined by Veterans Affairs physician or other VA authorized provider.

FAR: Federal Acquisition Regulation.

First Class Operating Condition: Cleaned, disinfected, and meeting all original mechanical and operational standards as outlined by the manufacturer.

F.O.B. Destination: Free on Board at Destination. The seller or consignor pays for the cost of shipping and assumes risk of loss.

HIPAA: Health Insurance Portability and Accountability Act.

HR: Hour IAW: In accordance with.

Patient: Veteran who is authorized by VHA Prosthetics and Sensory Aids Service (PSAS) to receive health care services as a VA beneficiary.

PSAS: Prosthetics and Sensory Aids Service.

PSAS Representative: VHA Employee of the Prosthetics and Sensory Aids Service.

Quality Assurance Surveillance Plan (QASP): A written document that’s used by the Government to monitor a Contractor’s quality assurance program.

Reclaimed DME: DME that has been issued to a patient by PSAS and subsequently retrieved from a patient’s home, by the Contractor, upon request from PSAS.

Routine: Situations commonly encountered in Durable Medical Equipment practice as determined by VA Medical Center PSAS.

Sentinel Event: A sentinel event is an unexpected occurrence involving death or serious physical or psychological injury, or the risk thereof. Serious injury specifically includes loss of limb or function. The phrase, "or the risk thereof" includes any process variation for which a recurrence would carry a significant chance of a serious adverse outcome. Such events are called "sentinel" because they signal the need for immediate investigation and response.

Solicitation: A request to submit offers or quotations to the government.

Task Order: An order for services placed against an established task order Contract.

Task Order Contract: A Contract for services that does not procure or specify a firm quantity of services and that provides for the issuance of orders for the performance of tasks during the period of the Contract.

TJC: The Joint Commission The Joint Commission: An organization that sets standards by which health care quality is measured.

The Schedule: The following portions of a Contract are considered part of the schedule: Contract form (SF 1449), price/cost schedule, performance of work Statement, packaging and marking, inspection and acceptance, deliveries or performance, Contract administration data, and special Contract requirements.

WB VAHCS: Wilkes-Barre VA Health Care System

B.4.5 PERFORMANCE WORK TASKS

1. Task 1. One person DME Delivery/Pick up services in the counties listed in B.2.3 paragraph A. The price of this line item includes the price required for scheduling the delivery or pick up appointment with the patient or his/her caregiver; storage, delivery, assembly, set-up, installation and adjustment of DME; reclaiming the DME (including disassembly, uninstallation and pick up); providing patient instructions for use, care, maintenance & basic troubleshooting of the DME; and completing a delivery certification.

1. Task 2. Two person DME Delivery/Pick up services in the counties listed in B.2.3 paragraph A. The price of this line item includes the price required for scheduling the delivery or pick up appointment with the patient or his/her caregiver; storage, delivery, assembly, set-up, installation and adjustment of DME; reclaiming the DME (including disassembly, uninstallation and pick up); providing patient instructions for use, care, maintenance & basic troubleshooting of the DME; and completing a delivery certification.

1. Task 3. The provision of routine DME repair and maintenance services in the counties listed in B.2.3 paragraph A. Repair service to restore items picked-up to first class condition will be made on the basis of an hourly rate plus parts with agreement reached on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in cases of emergency The price must not include charges for other services provided in either Task 1, Task 2, or Task 3.

1. Task 4. Installation or assessment of items such as vehicle lifts, porch lifts, stair-glides, and modular ramping in the counties listed in B.2.3 paragraph A.. All installations must be done by a technician who is certified by the manufacturer for installations.(Manufacturer certifications must be maintained by Contractor and available upon request.)

1. Task 5. Preventive maintenance will be provided for all motorized equipment, to include but not limited to porch lifts, stairs-glides, and vehicle lifts in the counties listed in B.2.3 paragraph A.. The price must not include charges for other services provided in either Task 1, Task 2.

1. Task 6. The provision of emergency DME repair and maintenance services in the counties listed in B.2.3 paragraph A.. The price of this line item includes the price required for hourly repair or maintenance services that will be performed on the DME at the Contractor’s facility or patient’s home outside of normal business hours. The price must not include charges for other services provided in either Task 1, Task 2

1. Task 7. The Contractor will offer emergency delivery service for all equipment in the counties listed in B.2.3 paragraph A. The patient/caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

1. Task 8. All equipment picked-up from patients will be stored separately from clean equipment within the Contractor’s storage facility until the equipment that has been cleaned, tagged, and bagged.

1. Task 9. Manual Chairs assembly in the counties listed in B.2.3 paragraph A: With 1 hour to put together, no follow-up. Technician must have manufacturer certification on the equipment being assembled. (Certification is to be maintained by Contractor and available upon request.)

1. Task 10. Power chair assembly in the counties listed in B.2.3 paragraph A.: With 30 minutes from time of arrival to put together scooters, 60 minutes after assembly to set-up, 1 follow-up visit Certified Technician. Technician must have manufacturer certification on the equipment being assembled. (Certification is to be maintained by Contractor and available upon request.)

1. Task 11. Power chair assembly with adjustable seating in the counties listed in B.2.3 paragraph A.: With 60 minutes from time of arrival to put together, 90 minutes after assembly to set-up, 1 follow-up visit by Certified Technician. Technician must have manufacturer certification on the equipment being assembled. (Certification is to be maintained by Contractor and available upon request.)

B.4.6 SPECIAL REQUIREMENTS

1. Ordering Procedures For orders exceeding the micro-purchase threshold, Wilkes-Barre VAMC’s PSAS personnel will issue individual task orders to the Contractor authorizing the services via a Prosthetic Authorization and Invoice (VA Form 10-2421). For orders exceeding the micro-purchase threshold, a warranted Contracting officer will issue individual task orders via a Standard Form 1449. Individual task orders shall clearly describe all services to be performed and supplies to be delivered. Orders shall be within the scope, be issued within the period of performance, and be within the maximum value of the Contract.

1. Method of Payment The Government Purchase Card (GPC) will be used as the method of payment for task orders; the Contractor must accept the GPC method of payment and must also process payments using credit card processing method so that the purchase order number associated with the transaction is passed on to the purchaser for reconciliation purposes.

1. Prohibitions The Contractor shall not recommend to patients, caregivers, and family members served under this Contract additional products or services, nor offer to supply products or services at either Wilkes-Barre VAMC or patient’s expense.

1. Records Management

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C. chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the Contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the Contract using Government Records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the Contract.

6. The Government Agency owns the rights to all data/records produced as part of this Contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this Contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of competition [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Agency Records Manager. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the Agency records schedules.

10. Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any Contractual relationship (sub-Contractor) in support of this Contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this Contract. The Contractor (and any sub-Contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

1. Privacy Policy Training Contractor personnel must complete VHA national Privacy Policy training or other VHA approved privacy training for Contractor furnished training that meets the requirements of the HHS Standards for Privacy of Individually-identifiable Health Information as determined by the VHA. Proof of training (e.g., training completion certificate) must be provided to the COR for each Contractor employee providing the services under this Contract.

1. Timeframe for Delivery and Pick-up Services The Contractor must deliver DME to a patient’s home within 24 hours from receipt of a task order issued by PSAS. If the patient or his/her caregiver is not available at the time of delivery, then the Contractor will make arrangements to deliver at a future time and inform the requesting PSAS Representative of the delay as promptly as alternate arrangements can be made.

The Contractor must pick up unneeded DME from a patient’s home within 48 hours from receipt of a task order issued by PSAS and complete any cleaning and disinfecting, tagging, wrapping, storage and inventory.

1. Contractor Vehicles Vehicles used for delivery and/or pickup must be clean, have covered cargo areas, and have separate cargo areas for clean and contaminated equipment. All vehicles must be fully insured and all their drivers must comply with all laws and be properly licensed.

1. Contractor’s Facility(s) The Contractor shall maintain and operate a Contractor-owned or leased facility that’s physically located in the geographic area in which the Contractor will provide the DME services (i.e., in north-central West Virginia); the facility must be climate-controlled (to protect against deterioration of cartons and rusting of metal equipment caused by dust, moisture, and/or temperature extremes), clean, pest/rodent free and well-secured area with adequate space for the separate storage of Government furnished property provided to the Contractor by the Wilkes-Barre VAMC. The facility shall include a fully staffed, equipped, and supplied office and a warehouse area for unloading/loading, storing, repairing, and cleaning of DME. The facility and its contents shall be made available at all times during the Contractor’s normal business hours for inspection by a representative of the Wilkes-Barre VAMC with or without advance notification. Costs associated for the Contractor’s facility shall be included in the Contractor’s unit prices and there shall be no separate reimbursement for storage costs.

1. Government Furnished Property Government furnished property provided to the Contractor includes DME that has been purchased by PSAS and has been delivered to the Contractor’s facility. Title to Government furnished property remains with the Wilkes-Barre VAMC. For PSAS tracking purposes, the Contractor must notify PSAS of the DME’s delivery and include in the notification any identifying information such as lot numbers, serial numbers and descriptions. The Contractor shall be held responsible for the proper placement and security of all Government furnished DME and insure against loss or damage while the DME is stored at the Contractor’s facility. The Contractor must store Government furnished DME separate from Contractor-owned equipment and supplies. The Contractor must ensure all government equipment stored in Contractor’s facility is clearly marked as government property to minimize any liens that are placed on the Contractor.

The types of new or reclaimed Government furnished property expected to be stored by the Contractor include hospital beds, mattresses, side rails, over-bed tables, feeding pumps, grab-bars, trapeze assemblies, patient lifts, manual wheelchairs, power wheelchairs, scooters, walkers, and other home healthcare equipment as required by the Wilkes-Barre VAMC for issuance to patients.

1. Drop Shipment of Government Furnished Property The Contractor shall be capable of accepting drop shipments of DME at its facility that has been ordered by PSAS from various manufacturers and distributors. Upon receipt of the drop shipment, the Contractor shall remove the DME from its packing/shipping cartons and inspect the DME for damages and shall notify PSAS of any damaged items within 2 hours of signed receipt. If PSAS is unable to pursue a claim submission because of untimely inspection and notification of a damaged item, then the Contractor shall be held liable for the repair or full replacement of the damaged items. The Contractor will be responsible for the delivery and installation or set-up of the DME in the patient’s home.

In some circumstances, the Contractor may also be required to pick up DME supplies from the Wilkes-Barre VAMC and deliver these supplies to the patient’s place of residence at the same time that the Contractor is delivering the DME to the patient. The Wilkes-Barre VAMC may choose to have supplies drop shipped directly to the Contractor’s facility in an effort to expedite delivery to the patient.

1. Storage of Government Furnished Property Contaminated DME shall be stored separately from clean DME. The Contractor’s storage area must have a clear demarcation between contaminated and clean storage areas. Before being placed in clean storage all reclaimed equipment shall be checked for proper operation, serviceability, safety and will be thoroughly cleaned, disinfected, sanitized and protectively wrapped in plastic. Cleaning, disinfecting, sanitizing shall be by steam cleaning and/or other industry approved methods to include hospital grade disinfectants. The Center for Disease Control (CDC) guidelines shall be followed for cleaning equipment recovered from Acquired Immune Deficiency Syndrome (AIDS) or Methicillin Resistant Staphylococcus Aureus (MSRA) patients. Additionally, Contractor shall comply with all other applicable regulations and laws for storage and cleanliness of durable medical supplies and equipment.

A weekly inventory report of Wilkes-Barre VAMC-owned DME will be sent, via Email or facsimile, to the COR each Monday (unless Monday is a holiday, in which case the report will be provided on Tuesday). DME listed in the inventory report will be described by manufacturer, model, serial number, size and color. The inventory report will be divided into two categories: (1) DME that is stored in the contaminated area and (2) DME that is stored in the clean storage area. DME that requires any type of repair will be assessed for repair cost and submitted as part of the inventory report, but will remain in the contaminated area until authorization has been given to repair the equipment.

1. Reclaiming Unneeded DME As determined by the PSAS it may become necessary to reclaim equipment from a patient’s home. Reclaiming unneeded DME from a patient's home involves services for the pick-up, cleaning/disinfecting, storage, inventory and disposal of DME.

Reclaimed DME stored by the Contractor that’s capable of being reissued to a patient must first be restored to first class operating condition. Used mattresses, disposable equipment, open cartons of expendable medical supplies, wheelchair cushions (except specialty cushions) and soft goods will not be stored, but shall be disposed of by the Contractor.

Reclaimed DME shall be labeled to indicate the date it was inspected, cleaned and placed in storage. DME needing repairs shall be tagged and separated from repaired DME.

1. DME Repairs Within 24 hours of notification by PSAS, the Contractor must pick-up, repair & install, or repair at the patient’s home the defective DME. Before making any repairs the Contractor will troubleshoot the defective DME and notify PSAS of the parts needed to make the repair so that the repair parts can be supplied to the Contractor by PSAS. The Contractor must also notify PSAS the estimated labor hours required to repair the DME. PSAS reserves the right to furnish replacement equipment to the patient in lieu of repair. If the repairs are subject to manufacturer’s warranty the PSAS must be notified before any repairs are completed.

If DME requires repair at the Contractor’s facility, then the Contractor will provide the patient with equipment from the Wilke-Barre VAMC’s inventory of DME stored at the Contractor’s facility as approved by Wilkes-Barre DME, at no additional charge, for the patient’s use until the patient’s DME is repaired and returned to him/her. Before returning the repaired DME to the patient, the Contractor must ensure the DME is in first class operating condition.

The Contractor shall make every effort to perform repairs and return the DME within 48 hours of the original notification. DME determined by the Wilkes-Barre VAMC to be economically unfeasible to repair or not usable for any reason will be disposed of by the Contractor upon approval by the COR.

12. Emergency Repairs Emergency repair calls must be responded to within 4 hours of the receipt of the notification. The Contractor must provide PSAS with the Contractor’s telephone number for requesting emergency repairs— The Contractor may receive emergency repair calls from either PSAS or patients. An emergency repair will be initiated by the Contractor when the patient’s health is at risk and the incident occurs any day, Monday through Friday, from 4:30 p.m. through 8:00 a.m., or anytime on Saturday or Sunday. If the Contractor responds to an emergency repair request outside of Wilkes-Barre VMAC’s normal operating hours, then the Contractor must notify PSAS on the next available business day regarding the nature of the repair and the materials required to complete the repair. Before returning the repaired DME to the Patient, the Contractor must ensure the DME is in first class operating condition.

12. Routine Repairs The Contractor is expected to maintain an inventory of frequently needed repair parts so that repairs can be expedited. If the Contractor uses parts from its own inventory to repair a patient’s DME, then the Contractor must notify PSAS so that PSAS can purchase like parts from its usual sources and provide the parts to the Contractor to replenish its inventory. These parts shall be provided to the Contractor with a copy of the bill of sale and warranty information.

12. Maintenance and Repair of Reclaimed DME Unneeded, reclaimed DME must be evaluated by the Contractor to determine whether or not it can be reissued to a patient. The Contractor will make a recommendation to the COR for retention, repair or disposal and provide a brief supporting statement, including the number of like items held in inventory, the repair parts required to restore the DME to first class operating condition.

If the repair is authorized by the COR, then the Contractor will complete the repair and then add the item to storage or return it to Wilkes-Barre VAMC, as directed by the COR.

1. Stair Lift Services Upon request by PSAS, the Contractor must perform a site assessment of a patient’s home for the Contractor installation of straight or curved stair lifts. The Contractor will determine the most suitable type and location of the stair lift. The Contractor will also provide measurements of the stair area to PSAS; the measurements taken by the Contractor will be provided to the stair lift manufacturer (via PSAS) so that the chair lift can be constructed. The chair lift will be purchased by PSAS and then be dropped shipped to the Contractor’s facility. The Contractor is responsible for installation in the patient’s home.

1. Delivery Certification The Contractor is responsible for ensuring that the patient and his/her caregiver are home when delivery is scheduled. The Wilkes-Barre VAMC assumes no liability for additional trips required if no one is home when delivery is attempted. Proof of delivery will be memorialized via a completed Delivery Certification.

A Delivery Certification (see Section D) must be completed by the Contractor and forwarded to PSAS the same day the DME service is completed. The Wilkes-Barre VAMC’s requirement of the DME Services Contract is for all DME to be delivered and set-up. If, due to electrical, structural or environmental constraints present in the patient’s home, the Contractor cannot install the DME, then the Contractor must document on the Delivery Certification that installation could not be accomplished and a recommendation as to what action must be taken before the DME can be installed. The Delivery Certification records essential information and it will be filed in the patient’s medical record by PSAS. Aside from the patient’s identifying information, the Delivery Certification conveys the following information:

· Manufacturer Name and Serial Number: When delivering DME the Contractor must list the DME manufacturer and serial number on the Delivery Certification so that, in the event of a manufacturer’s equipment recall, this information can be used to protect the health of the patient.

· Professional Behavior: When delivering DME the Contractor and its personnel must be discrete, tactful, reverent and courteous towards patients and beware those patients may have major physical disabilities or chronic illnesses that may influence their behavior or lifestyle. It is of the utmost importance that a high degree of professionalism be demonstrated when contact is made. The Wilkes-Barre VAMC shall have the right to request the removal of any Contractor personnel from the performance of services under this Contract if their behavior towards patients is found to be unprofessional.

· Safety Precautions: When delivering DME the Contractor must instruct the patient and his/her caregiver on the DME’s safety features, warnings, etc. If the Contractor reasonably determines it would be unsafe to install or plug in any DME, then the DME shall not be connected. The DME Contractor must notify PSAS of the unsafe conditions and wait for further guidance from PSAS.

· Instructions on Usage of Equipment: When delivering DME the Contractor must instruct the patient and his/her caregiver on the proper use, care and routine maintenance of the DME in accordance with the manufacturer’s instructions. The Contractor shall assure that its personnel are qualified to set-up and demonstrate the use of the equipment in accordance with the manufacturer’s requirements.

· Basic Troubleshooting of DME: When delivering DME the Contractor must instruct the patient and his/her caregiver in the manufacturer’s procedures to follow in the event of DME malfunction. These procedures must include providing the name and phone number of a Contractor representative who will be available 24 hours a day, 7 days of the week to provide assistance on correcting the malfunction with the DME—The name and phone number of the Contractor representative indicated here must also be affixed to the DME via an adhesive label.

· Customer Orientation Pamphlet: When delivering DME the Contractor must provide the patient and his/her caregiver a copy of a customer orientation pamphlet which will consist of product use information, general information on services to be provided, safety procedures, service orientation, disaster readiness, and the Patient’s Rights and Responsibilities.

1. Labeling The Contractor must affix to each item of DME delivered to a patient, a Contractor-produced label that contains the following information: “Wilkes-Barre VA Medical Center Prosthetics Program, Item provided on **Date** by **Contractor Name**. For information or assistance, call **Contractor Telephone Number**.”

The date can be hand-written in non-washable ink; the other information will be pre-printed (laser or other permanent ink) in thick lettering, a minimum of 10-point bold font.

1. Patient’s Refusal of DME All Patients have the right to refuse the DME issued to him/her by the Wilkes-BarreVAMC. If a patient refuses the DME or requests the DME to be removed from his/her home, then the Contractor must comply with the patient’s request.

Patients refusing to accept Wilkes-Barre VAMC provided DME shall note their refusal of the DME on the Delivery Certification form. If, through no fault of the Contractor, the patient refuses the DME and signs a refusal statement after the Contractor has made the trip, then payment shall be made to the Contractor on the same basis as though the DME had been delivered, set-up, and customer education provided; however, the Contractor shall report the specifics of the refusal, to include refusals to sign refusal statement, to the COR by telephone within 4 hours. This initial contact shall be followed up by a fax of the form showing refusal.

1. Phase-In Schedule The Contractor must pick up all Wilkes-Barre VAMC-owned DME and related supplies from the previous Contractor’s facility and store these in the Contractor’s facility and initiate an inventory log. It will be the responsibility of the Contractor to pick-up all Wilkes-Barre VAMC-owned DME and other related supplies from the previous Contractor and store these items within the place of business of the Contractor. The transfer of inventory shall be completed within 10 working days of award. Ramp-up to full performance within 30 calendar days of award is expected.

1. End of Contract Responsibility The Contractor agrees to provide all necessary assistance to coordinate the removal of Wilkes-Barre VAMC-owned DME and related supplies from the Contractor’s storage area at the during the transition period. Removal of Wilkes-Barre VAMC-owned DME from the Contractor’s storage area shall be the responsibility of the succeeding Contractor. Continuity of services by the Contractor may be required per FAR Clause 52.237-3 Continuity of Services.

B.4.7 CONTRACTOR QUALITY ASSURANCE

Contractor personnel providing the DME services must have the education, training and experience appropriate to performing the scope of services needed. Contractor personnel must possess knowledge and competence in special electrical needs and backup systems that may be required, equipment safety checks and troubleshooting, equipment set-up, routine and emergency response procedures specific structural and environmental requirements for safety and effective use of equipment in the home setting, and communication and teaching skills. Oftentimes, a DME manufacturer requires the DME service provider to be certified, by the manufacturer, to install or repair its products. In the event that certification is required by a manufacturer, then the Contractor must meet the manufacturer’s certification requirements prior to installing or repairing a patient’s DME.

It is the responsibility of the Contractor to have an on-going quality assurance (QA) program consistent with TJC standards designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, resolve identified problems and pursue opportunities to improve patient care. The written plan shall delineate the objectives of the quality assurance activities, scope of the activities, activities for monitoring and evaluation, methods of implementation of the monitoring and evaluation activities, methods for reporting results, mechanisms for taking follow-up action and responsibilities of staff for each activity of the quality assurance program. The plan must include monitoring patient outcomes and satisfaction, and data analysis. Results of the Contractor’s QA program will be forwarded to the COR on a quarterly basis or upon request within 48 hours. The plan shall be provided with the Contractor’s proposal and a PSAS approved copy shall be included as a part of any subsequent award.

1. The Joint Commission (TJC) Standards Compliance The Wilkes-Barre VAMC is a Joint Commission-Accredited facility and TJC, as part of its survey of Wilkes-Barre VAMC, may evaluate the Contracted DME services. The Contractor shall fully cooperate with the Wilkes-Barre VAMC and support all TJC survey activities. All documentation maintained by the Contractor as part of this Contract is subject to review by a TJC surveyor, or by VA personnel and/or a TJC consultant hired by Wilkes-Barre VAMC. For DME services provided to the Wilkes-Barre VAMC, the Contractor shall comply with current TJC Home Care Standards and will comply with any amendments and future requirements published. Failure to maintain TJC standards or equivalent standards may be grounds for termination of this Contract. TJC’s Home Care Standards may be accessed at http://www.jointcommission.org.

1. Emergency Preparedness The Contractor shall have an emergency preparedness plan established and tested in accordance with TJC standards which must possess the ability to provide continuing care and support in the event of an emergency which results in interruption of services. The Contractor shall provide 24-hour emergency services including replacement and/or back-up equipment when necessary. An adhesive label with the Contractor’s name and telephone number shall be placed on the equipment in an obvious location so that the patient or his/her caregiver will know who to call to report emergency malfunctions.

The Contractor shall document and immediately report to the COR any known incidents of death, accident, injury or infection related to equipment furnished, and life threatening equipment malfunctions or equipment recalls.

1. Infection Control The Contractor shall have a plan for surveillance, prevention and infection control that meets current TJC standards. The Contractor shall take measures to prevent, identify, and control infections. Infection control procedures related to the care or service provided shall address, at a minimum, personal hygiene, isolation precautions, aseptic procedures, staff health and transmitted infections, and appropriate cleaning and sterilization of equipment. Contractor staff shall be instructed in the importance of infection control and personal hygiene and know their responsibilities regarding infection control. The Contractor shall provide documentation of training in infection control standards for all Contractor personnel utilized in the performance of this Contract. A copy of the certification of the completion of specialized training by technicians shall be provided to the COR.

1. Safety Requirements The Contractor shall have a program designed to educate its personnel and patients serviced by this Contract in safety measures in the home to minimize hazards. Initial and ongoing written and verbal instructions shall be provided. Instruction shall include the following: basic home safety, safe and appropriate use of medical equipment, storage, handling, delivery and access to supplies, medical gases, as appropriate and the identification, handling and disposal of hazardous materials and wastes in a safe and sanitary manner and in accordance with state and local law and regulations. The patient’s knowledge and performance of safety procedures must be ensured and re-education provided as needed. All education shall be documented.

The COR shall have a system for reporting and documenting accidents, safety hazards and injuries to patients resulting from DME. The COR shall investigate all reported accidents and injuries. The results of these investigations shall be considered when reviewing the quality and appropriateness of patient care. Equipment malfunction and serious injury or death associated with equipment shall be reported to the Contractor and manufacturer.

1. Veteran Safety Reports The Contractor shall notify the PSAS immediately upon becoming aware of a sentinel event and shall provide written notification to PSAS personnel within 1 business day of a sentinel event that occurs during the performance of this Contract that involves a patient. The Contractor shall report suspected incidents of abuse or neglect to a patient by his/her caregivers. Suspected incidents shall be reported to both PSAS and to the appropriate adult protective agency. The Contractor shall follow all state and local laws in reporting suspected incidents of abuse or neglect.

1. Incident Reporting All accidents, malfunctions, injuries, deaths or Sentinel Events associated with the provision, delivery and use of DME shall be immediately reported to the Wilkes-Barre VA Medical Center COR, and equipment manufacturer, if applicable.

The Wilkes-Barre VAMC, upon notification of equipment recalls, shall inform the Contractor by written notice. The Contractor shall take the necessary corrective actions and inform the Wilkes-Barre VA Medical Center in writing of actions taken. The Contractor shall in turn notify the Wilkes-Barre VAMC of all equipment recall notices received by the Contractor.

1. Quarterly Reports:

The Contractor shall evaluate the quality of DME services and document the findings, conclusions, recommendations and actions taken. The report shall include information on special incidents, customer satisfaction, infection control/communicable diseases, and performance improvement. The Contractor shall collect and aggregate the customer service satisfaction data from patients and their caregivers. Copies of aggregated data shall be forwarded to the COR by the due date listed below.

B.4.8 GOVERNMENT QUALITY ASSURANCE SURVEILLANCE

1. Performance Requirement Summary The following Performance Requirement Summary (PRS) lists the Contract’s special requirements listed in paragraph B.4.6, their associated performance standards, the Acceptable Quality Levels (AQL), and the methods of surveillance.

B.4.6, Paragraph E

B.4.6, Paragraph F

B.4.6, Paragraph K

B.4.6, Paragraph K

B.4.6, Paragraph O