36C24519Q0420-001.docx

36C24519Q0420

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

36C24519Q0420 08-16-2019

LINDA SMITH

304-263-0811 X2781 08-27-2019 Department of Veterans Affairs

VAMC (540)

VISN 5 Contract Satellite Office 1 Medical Center Drive Clarksburg

WV

26301 X X 621610 $15 Million N/A X Department of Veterans Affairs

VAMC (540)

VISN 5 Contract Satellite Office 1 Medical Center Drive Clarksburg

WV

26301 Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 308B Martinsburg

WV

25405

PAYMENT WILL BE MADE BY

Payments will be made by Purchase Card

See CONTINUATION Page To provide Durable Medical Equipment Supplies and Services as described in the attached Statment of Work.

Period of Performance shall be from October 1, 2019 through September 30, 2024 and shall be paid by Purchase Card.

A 5-year Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ) contract will be awarded to the best value and Cascading Evaluation Factors All questions must be submitted in writing by 8/22/2019, 2pm EST. Phone calls will not be accepted.

See CONTINUATION Page X

LINDA SMITH

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 36C245 Department of Veterans Affairs

VAMC (540)

VISN 5 Contract Satellite Office 1 Medical Center Drive Clarksburg WV 26301

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.

PAYMENT WILL BE MADE BY

Payments will be made by Purchase Card

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

36C24519Q0420

Page 1 of Page 1 of

CLARKSBURG 540 DURABLE MEDICAL EQUIPMENT (DME)

1. Introduction / Background Information Intent

Clarksburg VAMC has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site assessment, disposal, infection control, cleaning, sanitization, storage, patient training/instruction in-the-use of Government-owned Durable Medical Equipment (DME), delivery service of DME and supplies to all beneficiaries serviced by Clarksburg VAMC and its associated outpatient clinics and neighboring state. The contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Patient Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The total number of DME patients is subject to change.

Clarksburg VAMC One Medical Center Drive, Clarksburg, WV 26301

The Contractor shall be responsible for providing Government-Supplied Durable Medical Equipment (DME), pickup and delivery services, setup, installation, disassembly, repair, preventive maintenance, site assessment, disposal, storage, transportation of equipment, equipment services, labor, supervision, patient education, safety management, infection control, as necessary for patients receiving DME services, as specified under this requirement to all beneficiaries’ serviced by the six VAMCs and associated outpatient clinics listed above. These services shall be required between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, except in cases of emergency. The contractor shall be staffed and stocked to render services provided in accordance with all terms and conditions of this requirement for the duration of the performance period. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal to be fully aware of the supplies and the services required. Failure to do so will not relieve the offeror from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government. The area of service shall be all patients serviced by Clarksburg VAMC, including surrounding areas, regardless of where Patient resides. The zones have been detailed in Section 7.5 (Delivery Charges) herein and have been determined as the areas of responsibility/jurisdiction for Clarksburg VAMC.

Prior to the award, the Contractor must meet/exceed the standards of The Joint Commission (JC) and the Center for Medicare and Medicaid Services (CMS). Written documentation must be provided to support this requirement. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal in order to be fully aware of the supplies and the services required. The Department of Veterans Affairs reserves the right to exercise the option years, subject to the availability of funds.

1. Contractor Responsibilities:

The Contractor has responsibility for providing services, supplies and equipment as ordered, under the timelines specified.

The contractor shall be responsible for coordinating, supervising, monitoring, and evaluating the care and service provided and shall assure that the contracted services are performed according to the terms of the contract.

The contractor shall assure that its personnel meet the requirements of the contract and are competent to do the jobs assigned them. It is the contractor’s responsibility to schedule the times and dates for the delivery of services within the timelines established (e.g. Timeliness of Services). Deliveries shall not be left unattended at the beneficiary’s home.

1. VAMC Facility Responsibilities

The VA shall monitor the contractor’s performance through contractor site inspections, patient’s home inspections, record checks, patient satisfaction/complaints, monthly review of invoices for accuracy and review of contractor submitted performance improvement data. Monitors will focus on timeliness of equipment delivery; timeliness of repairs or maintenance; accuracy of required documentation submitted, and adherence to Joint Commission standards.

The Department of Veterans Affairs Medical Centers (VAMC) will be responsible for Clinicians’ orders for the provision of DME equipment in the home that are processed through the Prosthetic and Sensory Aids Service (P&SAS) at the respective VA Medical Center. Initiation of delivery and pick up of equipment, and resolutions of problems related to equipment or patient care are under the direction of the COR or designee.

The contractor shall maintain an electronic, detailed, running inventories list for all items in storage. The listing shall be legible and formatted to show type of equipment by brand name, model, serial or tag number and condition of the equipment in the following categories: Medical Equipment, Ambulation Aids, and Miscellaneous. An electronic copy of the current weekly inventory, at the close of business on the last working day of each week, shall be submitted electronically and/or faxed to the COR of the applicable VAMC no later than close of business (COB) Friday of each week. The inventory list shall include all items issued to beneficiaries by beneficiary name, address, date of delivery and serial number, if applicable. The inventory shall separately list equipment that is ready for issue, equipment that requires repair, and equipment to be salvaged. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The contractor shall maintain an adequate bookkeeping system (approved by each COR of each VAMC) which shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility.

1. Description of Facilities/Equipment/Instruments:

All VA equipment/supplies shall be stored on, or within single premises occupied by the Contractor within the service areas listed above. The Contractor shall have a physical location 15 days prior to the award date which is the start date of the contract.

Contractor shall provide storage for VA beneficiary equipment/supplies. The minimum space requirement shall always be at least 2000 - 2500 square feet available. The Contractor shall be solely responsible for determining the design, pattern, or plan of storage area taking into consideration shelving, bins, and any other elements necessary for proper storage of VA equipment/supplies. Area should be designed and maintained for ease of inventory reconciliation and maintenance, and conform to all applicable national, state, and local Fire Protection Association codes.

Storage area shall have clearly defined/labeled and separate areas to store clean, soiled, damaged in-repair, and scrap equipment. All VA owned equipment and supplies shall be stored separately from any vendor owned equipment. All new and used equipment that is cleaned shall be bagged, tagged, dated, and ready for issue. All equipment/supplies shall be arranged in such a manner as to afford immediate inspection and enable easy access for inventory reconciliation.

An area separate and apart from the clean area is to be designated for the sanitizing of soiled equipment picked up from a Veteran beneficiary. This area shall contain adequate and appropriate supplies needed for proper cleaning and sanitizing, bagging and tagging, as well as protective equipment to guard against infection such as rubber gloves, gowns, masks, safety glasses, eye wash stations, a first aid kit, and be arranged in a neat and orderly fashion. Appropriate signage shall be in place and include universal precautionary measures.

The relocation of existing inventory from present VA storage facility to newly awarded Contractor’s storage facility shall be the responsibility of the newly-awarded Contractor and shall be at no charge to the Government. Arrangements for the moving and transfer of VA equipment/supplies shall be made between the old Contractor and the new Contractor and be completed within (5) business day of the contract period.

The storage facility shall be equipped with adequate electrical outlets for testing of electrical pieces of equipment such as motorized beds, battery chargers, etc.

A separate area shall be designated for items determined by the Chief, Prosthetic Treatment Center as scrap/non-issue. This area shall be protected and secured against theft, pilferage, vandalism, and be marked as Scrap - U. S. Government Property, No Trespassing. Items contained therein shall be disposed of periodically in accordance with established procedures.

1. Personnel Policy: The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing worker’s compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that the contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose.

1. Policies and Procedures: The contractor shall conform to all issues addressed in the VA Medical Center Memorandums pertaining to delivery of services.

1. Scope / Performance Requirements: Specific Tasks The contractor’s comprehensive procedure manual shall become part of this contract. The manual shall include but not limited to delivery/set-up, infection control, safety, rights and responsibilities, inventory, employee training (to include age specific), competency records, performance improvement.

7.1. Description of Supplies/Services:

Full Electric Hospital Bed w/Full or Half Safety Rails: Six-position full control pendant raises and lowers the upper body and/or lower extremities at the knees as well as bed height; motorized pull tube assembly controls frame/spring angle adjustment for knee and back comfort; efficient spring-loaded drive shaft controls the bed height adjustment; no cables to rig or maintain; two-piece 80"x36" frame/spring assembly; strong bed frame made of channel steel welded together; strong head and foot boards can support trapeze and traction equipment; 3" ball bearing casters, two with tread brakes, allow bed to be easily moved; and zinc-plated helical springs resist rust and are turned down to prevent damage to mattress and sheets; high quality, low noise reliable gear motors; emergency hand crank to allow position change during power failure; hospital grade plug and completely enclosed junction box; listed with U.L. Laboratories, Inc. Safety rails are spring loaded crossbars that fit beds 25" to 39" wide and telescope a length 47" to 72"; spring stabilizers maintain safety rail position regardless of position of bed; spring loaded pull buttons permit easy adjustment of safety rail to raised or lowered position; head or foot of bed may be raised or lowered independently; safety rails drop well below top of mattress for comfortable patient transfer and ease in bed making; safety rails may be separated for easy cleaning; and safety rails are all welded chrome-plated steel. Equipment to be Invacare Bed II package or equal.

Hospital Bed Mattress: Comfortable 80"x37" mattress that can flex freely, and is resilient to help minimize skin related problems, lightweight, and easy to turn; flame retardant; multi-layered cushioning system; durable high carbon steel innersprings; and cover that protects the mattress from moisture and contamination.

Hospital Bed Standard Trapeze: Attaches to the headboard of a manual, semi or full electrical hospital bed; helps patients to safely change position in bed and transfer from bed to chairs and other equipment with minimal assistance from attendants; fully adjustable height and handlebar locations; and constructed of heavy gauge steel tubing.

The Hospital Bed w/Full or Half Safety Rails/Hospital Bed Mattress/Trapeze will be purchased by the VAMC as mandated by the standardized PSAS National Contract. Delivery of standardized items will be made directly to the DME Contractor Warehouse Facility. The DME Contractor will maintain and install the Government owned equipment.

NOTE: Any DME item listed on the contract that becomes standardized on a PSAS National Contract will be purchased by the VAMC. Delivery to be made directly to the DME Contractor warehouse facility. The DME Contractor will maintain and install the Government owned equipment for the duration of the contract.

Non-Tilt Over Bed Table: Heavy-duty, laminated top, with easy height adjustment; swivel casters for easy mobility; "C" based table can also be used with wheelchair; and sturdy chrome plated, welded steel base.

Patient Lifter: Hoyer Lifter designed to make patient transfer quickly and effortlessly, with maximum comfort for the patient; smooth action of the hydraulic jack provides gentle lifting and lowering of weights up to 400 pounds; low U-base permits close access to beds, and it can be adjusted from its normal width of 24" to as wide as 39-1/2" for getting close to chairs; base and mast may be separated for compact storage; chrome plated finish; brakes on two casters; and Dacron mesh, one-piece seat, back and chains.

Emergency Repairs/Replacement: An emergency repair/replacement 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. Hourly rates begin from the time the Contractor's service technician leaves his "on call" station until he/she returns (portal to portal). The COR will be notified on the next available business day regarding the nature of the incident, and the labor and any materials necessary to complete the repair/replacement.

Pick-Up Rate per Visit: Visit includes services for the pickup, cleaning/disinfecting, storage and inventory of VAMC equipment picked up from patient's home. As directed by the COR, the contractor will pick up equipment from a patient's home. The equipment will be returned to the contractor's warehouse and placed in a VA designated contaminated storage room. The equipment will be labeled with the patient's name and date when picked up from the patient's home. After cleaning and disinfecting, the equipment will be labeled, dated and wrapped. Refurbished equipment will be transferred from the contaminated storage area to a clean storage area. Dispose of all disposable equipment, which cannot be reasonably cleaned and reissued (e.g., bed mattresses, opened cartons of supplies, foam wheelchair cushions).

Repair Equipment: When a patient's DME requires repair at the Contractor's facility, the contractor will provide a "LOANER" DME at no additional charge for the patient's use until the patient's repaired items has been returned.

Delivery Rate per Visit: Service includes delivery of VA refurbished DME and delivery of scooters, wheelchairs, and lift chairs. Upon the direction of the COR, deliver refurbished VA Items to a beneficiary, or deliver to the Service Areas.

7.2. Timeliness of Services

Upon receipt of a VA purchase order, the Contractor shall deliver and set up in the veteran’s residence all equipment and supplies ordered. Initial contact with the patient occurs immediately upon receipt of the order. Fulfillment of the requested service shall be completed within three (3) working days from receipt.

Emergency services may be required when requested by the COR or designee. These services shall be provided within four (4) hours of receipt of request.

In the event Contractor is unable to meet those delivery times, the Contractor shall notify the COR or designee or purchasing agent making the equipment request immediately. The VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there from. Contractor shall maintain a daily log of orders received and shall fax this log to the respective Medical Center COR or designee at the end of each business day.

7.3. Delivery

Equipment/supplies covered under this contract include, but not limited to, all DME items as described in the Glossary of the Joint Commission Accreditation Manual for Home Care. Equipment/supplies shall be properly secured while in route to and/or from the beneficiary’s residence to prevent damage to VA owned equipment. Contractor shall be liable for damage to VA owned equipment in their possession. Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government prior to delivery to the beneficiary or the Prosthetics and Sensory Aids Service and inspected to ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment or related return trips to complete the delivery.

The Contractor is to deliver new and/or used equipment/supplies as requested on each Purchase Order in order to maintain accurate inventory maintenance. At no time shall the Contractor deliver equipment/supplies other than what was requested without prior approval by the COR or designee. Contractor bears the responsibility to notify the COR or designee when he/she questions the serviceability of equipment by documenting the Invoice for pickups as scrap and/or providing an estimate for repair of said item. The COR or designee retains the sole right to condemn equipment and shall visit the Contractor’s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in this contract.

The Contractor shall be furnished the name, address, and telephone number of the individual to whom deliveries/pickups are intended. The Contractor shall visit the beneficiary’s residence in the performance of this contract by appointment only, between the hours of 8:00 a.m. and 4:30 p.m., Monday through Saturday, except in cases of emergency.

Beneficiaries shall be contacted to schedule an appointment for delivery/pickup at the Contractor’s expense and only between the hours of 8:00 a.m. and 4:30 p.m. A record of all contacts made shall be included with each invoice submitted. Appointments to make deliveries/pickups shall be given within four (4) hour time slots, i.e., between 8:00 a.m. and 12:00 Noon; between 10:00 a.m. and 2:00 p.m., etc. If contact cannot be made to a beneficiary within two consecutive workdays after receipt of the delivery/pickup order, the Contractor shall contact the COR or designee for guidance.

If the COR or designee and/or the vendor is notified of the death of a beneficiary served under this contract the notified party shall inform the other party of said death.

If, through no fault of the Contractor, the beneficiary refuses acceptance of the equipment being delivered after the Contractor has made the delivery trip, payment shall be made based on catchment area for DME, with documentation made of the reason refused on the invoice. The Contractor shall advise the beneficiary/caregiver to direct all question/concerns relating to the equipment delivered/picked up/repaired to the COR or designee and other medical needs to his/her physician.

7.4. Pickup/Repair

The Contractor shall make all pickups within the established zones for the medical facility they serve. The Contractor shall document all discrepancies, such as missing equipment or equipment that cannot be located, on the invoice that has been requested by the VA to be picked up.

All items picked up shall be cleaned with an antiseptic/germicidal hospital approved solution, inspected and bagged and/or tagged and dated before final disposition as outlined on the purchase order. Scrap Items may either be picked up by the VAMC or delivered to the VAMC by the contractor to be properly disposed of or at the COR’s or designees’ request. VA Logistics can inspect items on site to determine methods for scrap disposal. Any revenue generated because of scrap disposal will be remitted to the VA.

Items waiting to be cleaned shall be stored in a designated location, clearly marked until such services are completed by the vendor. See Section 4 on (Description of Facilities/Equipment/Instruments) concerning soiled equipment.

All equipment placed in the “SCRAP” area shall be disposed of upon approval of the COR or designee and after proper reconciliation by both parties. A separate inventory shall be maintained on these items awaiting disposition. All documentation of disposition shall be completed and turned in to the COR or designee on the same day the scrap is disposed of.

Emergency repairs may be conducted during non-business hours of the Prosthetic & Sensory Aids Service at the discretion of the vendor however emergent repairs can only be performed to the extent of placing the equipment back into serviceable equipment. Immediate contact must be made with the respective COR on the next working day.

7.5. Delivery Charges

Delivery charges under this contract shall be based on a flat rate for each zone.

Delivery zones are defined as follows for Clarksburg VAMC:

· Zone 1 – Harrison, Barbour, Taylor, Upshur, Lewis, Doddridge, Tyler, Wetzel, Monongalia, Marion, Preston, Pleasants, Ritchie, Gilmer and Marshall,

· Zone 2 – Nicholas, Tucker, Randolph, Webster, Braxton, Calhoun, Wirt, Wood, Roane, Jackson, and Clay Counties in West Virginia as well as Garrett in Maryland

· Zone 3 – Ohio counties: Washington, Athens, Belmont, Morgan, Monroe and Noble. And the following counties in Pennsylvania: Fayette, Greene and Washington.

For billing purposes, the trip ticket shall identify the name and address of the Veteran where the delivery/pick-up was made.

7.6 Mattresses

The Contractor shall properly dispose of all used mattresses. No mattresses shall be reused at any time. Used mattresses shall not be stored or returned to any location for storage, but shall be cut/sliced, rendering them unusable and disposed of in a timely manner.

Documentation of mattress destruction shall be included on the invoice that corresponds to the pickup.

Disposition may include, but is not limited to, burning, shredding, or any other means allowable by Federal or State standards.

This applies to standard hospital bed mattresses. Specialty hospital bed mattresses for the prevention of bed sores (i.e., air mattresses, Ken-air, SAM (self-adjusting mattress), etc. are excluded.

7.7. Plan of Care

As appropriate, the equipment and related medical supplies/services shall be provided according to a physician’s order. An individualized plan of care/service shall be implemented for each patient by the Contractor.

Education and training in the care, routine maintenance, mechanical operation, and safe use of the equipment shall be provided to the patient/caregiver by a qualified individual in a language or form the patient/caregiver can reasonably understand and demonstrate. A sample of all educational materials provided shall be a part of the Contractor’s Policies and Procedures Manual and documented on the Patient Education Checklist that accompanies each invoice.

The COR or designee shall be responsible for coordinating and ensuring compliance with contract requirements resulting from purchase orders issued to the Contractor as part of the patient’s plan of care. The COR or designee shall be responsible for notifying the ordering physician of any problems/concerns reported by the Contractor because of consults/prescriptions processed.

The Contractor shall be responsible for implementing the plan of care under conditions and terms set forth in the contract and/or notifying the COR or designee of any patient related problems and/or concerns or issues encountered within four (4) hours of discovery. The Contractor shall be involved in the discharge process when notified by the COR or designee to pick up the equipment.

7.8. Sentinel Events/Incident Reporting

The Contractor shall have a policy for reporting and documenting all accidents and injuries and documenting safety hazards and be a part of the Contractor’s Standard Operating and Procedure Manual.

All accidents, malfunctions, injuries, deaths, and equipment recalls, related to the provision, delivery and use of DME, shall be immediately reported to the COR or designee and to the manufacturer of the equipment, if applicable.

The Contractor’s employees that are providing the equipment and related services to meet the needs of patients shall have current education, training, and experience appropriate to the equipment and scope of services provided and demonstrates knowledge and competence.

1. Site Inspections: On-site Contractor and VA beneficiary visits will be made on a scheduled and unscheduled basis. The Contracting Officer and/or the COR or designee and, other VA employees as necessary, will conduct contractor site inspections. The purpose of these inspections is to monitor the Contractor’s performance as it relates to the contract and commercial practices. The Contractor agrees to make available all records and documentation necessary during such visits. In addition, the Contractor agrees to visits by an accrediting body or other Government representative accompanied by the Contracting Officer, COR or designee necessary to review the contract services. These visits shall be allowed at no additional cost to the Government.

1. Delivery Orders: Delivery orders will be issued under the contract by the COR or designee. The COR or designee will place orders for supplies or services. Each order will contain the beneficiaries’ name, home address and telephone number as well as the type of supplies or services prescribed. Orders may be placed by telephone, fax, or PKI secured email and will be confirmed in writing with a DME prescription. If a delivery order is placed verbally a written copy of the verbal delivery order will be transmitted to the Contractor within 24 hours of placing the order. Confirmations shall be required for an order placed. Invoices shall be sent by mail or fax to the ordering facility. Delivery shall be made to the appropriate VA facility, nursing home, or patient’s residence specified in the order. Contractor shall provide a single source entry system/office to submit delivery orders.

1. Reports: The Contractor will provide written, daily, monthly, quarterly, and annual reports and meet all Joint Commission Standards or equivalent accreditation for improving organizational performance. The Joint Commission standards may be accessed at www.JointCommission.org . A complete listing of all reports and the timelines for submission is outlined in Section D.3.

1. Safety, Management and Infection Control

The Contractor shall comply with all applicable state laws concerning licensing and operation of motor vehicles. Evidence of certification with Department of Transportation (DOT) Regulations are to be included with bid, or prior to contract award, as well as personal liability and property damage insurance coverage within the limits as required by law.

The Contractor’s truck walls, ceiling and floors should be of a surface that can be easily cleaned and sanitized and have areas clearly marked to separate clean and oiled/contaminated equipment/supplies. Delivery/pickup vehicles shall be equipped with a first aid kit, infection control supplies, standard operating procedure manual, vehicle registration, daily trip log/inspection, as well as items required for vehicle breakdown.

The Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and e-mail system with PKI Encryption (preferred method) in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with e-mail access shall be kept secure and out of public view to maintain the safety and security of our Veteran Patients’ confidential medical information.

The Contractor shall furnish the Prosthetics and Sensory Aids Service with a copy of their Standard Operating Procedure Manual, employee competencies and training and updates as they occur, quarterly reports of quality assessment and performance improvement activities, and patient satisfaction survey results. Safety and infection control procedures as well as documentation of all education and training received by personnel servicing this contract shall be a part of this manual. Education on safety and infection control is required on a yearly basis.

Steel-toed shoes shall be worn by all employees performing under this contract in accordance with Occupational Safety and Health Administration (OSHA) requirements. Identification badges with a photograph, employee’s name, and company name shall always be worn by the employees performing under this contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean, and professional manner and verbally identify themselves. He/she shall then ask permission to enter the home. The Contractor’s personnel servicing VA beneficiaries shall at all times demonstrate a high level of courtesy and consideration when providing services.

The Contractor shall check the safety of the electrical outlets in the patient’s home prior to installing any electrical equipment. Electrical outlets shall be inspected and tested with a voltmeter to ensure that the voltage level is adequate for the item being installed, that polarity is correct, electrical ground present, and that the outlet is in good physical condition. Any unsafe electrical conditions shall be immediately reported to the COR or designee for further instructions. When the residences have non-grounded electrical receptacles, the Contractor shall provide and install a three-prong adapter to plug in the electrical equipment at no charge to the Government. The grounding prong on the equipment shall not be removed.

Health Test – Contractor shall submit proof of the following with their offer. All testing shall be current within the past year.

Tuberculosis Testing – All contractor and /or subcontractor personnel shall provide documentation of a Two-Step Purified Protein Derivative (PPD) test performed within the past year and within ninety days of beginning at the VAMC. In case of a past positive PPD test, a negative chest radiograph report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

Hepatitis B Vaccine – The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel, maintain required records and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

Contractor shall ensure that all safety and infection control procedures are followed while performing under the terms and conditions of this contract for the protection of all parties involved.

1. Measurement Standards

Disincentive: 10% decrease in invoice for each noncompliant month.

Disincentive: 10% decrease in invoice for each noncompliant month.

Disincentive: 10% decrease in invoice for each noncompliant month.

Repair Requests Handled Properly

Disincentive: 10% decrease in invoice for each noncompliant month.

Disincentive: 10% decrease in invoice for each noncompliant month.

Disincentive: 10% decrease in invoice for each noncompliant month.

Disincentive: 10% decrease in invoice for each noncompliant month.

1. Qualifications:

1. The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

1. The Contractor is required to maintain records that document competence/performance level of Contractor employees working on this contract in accordance with Joint Commission standards and other regulatory body requirements.

1. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site, any Contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed.

1. When changes in Contractor personnel occur, the Contractor shall provide evidence of orientation, the current competence assessment, and current performance evaluation to the COR or designee within 5 working days of the change.

1. Work Hours:

1. The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall be required, in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below.

1. Contractor shall provide services through scheduled visits, Monday through Saturday from 8:00 a.m. through 4:30 p.m. Typical operating hours for the VA is Monday through Friday 8:00 a.m. to 4:30 p.m.

Federal Holidays: The 10 holidays observed by the Federal Government are:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas

And any other day that is specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

Off Duty hours: Hours other than those described in 2(b).

1. Terms of the Contract:

1. The contract base period starts on the contract effective date lasting 12 months, with four (4) one (1) year option renewal periods. The contract is subject to availability of VAMC appropriations. The Contractor shall perform no services after the expiration of the previous year until the contracting officer authorizes such services in writing.

1. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized by the local VAMC and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1. The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

1. Contracting with Parties Listed on the OIG List of Excluded Individuals/Entities:

3. In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

3. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a minimum and maximum Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

By signing the offer the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer was signed.

1. Tort Claims:

1. Individual(s) providing the services under the contract are not covered by the Federal Tort Claims Act. When an individual(s) providing the services has been identified as a provider in a tort claim, the individual(s) providing the services is responsible for notifying the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from an individual(s) providing the services action or non-action is the responsibility of the Contractor and/or insurance carrier.

1. Personnel Policy:

5. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry this out the Contractor shall provide the following for these personnel:

Worker’s compensation Professional liability insurance Health examinations Income tax withholding, and Social Security payments

5. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

1. Payment:

6. Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Schedule of Supplies/Services.

6. Payment for any leave, including sick leave, holiday, or vacation time, shall be the responsibility of the Contractor. VA will pay for actual hours worked.

6. The Contractor shall submit invoices covering the services performed under this contract which contain the following information:

Breakdown of Charges i.e., zone charges, labor rates, and delivery charges, etc.

Designation of Picked up Equipment as Scrap, Repaired or Pending Authorization for Repair Delivery Charges for travel outside the Washington DC metropolitan delivery area as verified by the provision of delivery vehicle’s odometer Veteran’s Name, Address, Telephone Number, and last 4 of SSN Date Services were rendered Itemized list of Items Picked up/Delivered/Repaired including Serial Numbers The item delivered should be annotated as new or used equipment

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices without the required information will be returned.

1. Billing:

1. Billings rendered by the Contractor to the VAMC for services furnished a VAMC beneficiary under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed.

1. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing.

1. Management and Supervision:

1. The Contractor shall complete background investigations to ensure that employees do not have a record of criminal offenses or substantiated incidents of patient abuse; and, if required to perform their duties, employees are properly licensed and insured to operate motor vehicles.

1. Contractor shall follow the COR delegation of authority relative to any aspect of the contract. Contractor agrees he/she shall not directly or through his/her dealers solicit the beneficiaries of the Department of Veterans Affairs. The Contractor is to contact the patient or caregiver only to decide for rendering services or supplies authorized by VA.

1. Quality Assurance:

1. The contractor’s comprehensive procedure manual shall become part of this contract. The manual shall include but not limited to delivery/set up, infection control, safety, rights and responsibilities, inventory, employee training, education, licensure and competency records, employee immunizations, patient education plan, performance improvement plan, etc.

1. The contractor’s performance improvement reports shall be provided to the VAMC’s. They will be submitted on a quarterly basis, based on the Federal Government’s Fiscal Year which runs from October 1 to September 30. Therefore, reports would be due no later than the last business day of January, April, July, and October.

1. The service by the contractor shall clearly show a commitment to courtesy and concern to the veteran and his caregivers by all personnel concerned in the furnishing of services as specified under the terms of this contract.

1. Before entering a patient’s home, the contractor’s representative(s) shall present a picture identification card/badge to the patient/primary caregiver and verbally identify themselves. The contractor’s representative(s) will ask permission to enter the home. All costs associated with obtaining cards/badges are the contractor’s responsibility.

1. The Department of Veterans Affairs is allowed according to public law 99-272 and 101-508, to seek reimbursement from health insurance carriers for the cost of medical care and treatment provided to veterans for their non-service connected conditions. The contractor may not bill any veteran or their health insurance carrier for care provided to a veteran while employed by or working under contract with the Department of Veterans Affairs.

1. ADP SECURITY RESPONSIBILITIES:

1. In performance of official duties, the Contractor’s employee(s) have regular access to printed and electronic files containing sensitive data, which must be…