36C24519R0026-001.docx

36C24519R0026

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

512-19-1-910-0001 36C24519R0026 05-20-2019 Bradley.Davis3@va.gov

304-263-0811 x4971 06-07-2019

5:00 PM

90C Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405 X X Y 621610 $15 Million X N/A X 90C Department of Veterans Affairs VA Maryland Health Care System (VAMHCS) C/O Prosthetics and Sensory Aids 10 N. Greene Street Baltimore MD 21201 90C Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

1-877-353-9791 See CONTINUATION Page The purpose of this soliciation is to identify and setup a 5 year Contract using an Requirments Contract where the contract shall provide all supplies materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization assembly/set-up, repair, pick-up and patient training / instruction-in-the-use of Government-owned Durable Medical Equipment (DME).

Period o f Performance is July 1, 2019 to June 30, 2024 For questions and submission of package email:

For questions or submission of package Bradley.Davis3@va.gov

Questions Due 5-27-19 Proposal Due 6-07-19 See CONTINUATION Page X X Kristine Stout 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 Kristine Stout Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

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

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Pickup or Delivery to or from any location within Zone 1 Contract Period: Base POP Begin: 07-01-2019 POP End: 06-30-2020

Pickup or Delivery to or from any location within Zone 2

Pickup or Delivery to or from any location within Zone 3

Pickup or Delivery to or from any location within Zone 1 Contract Period: Option 1 POP Begin: 07-01-2020 POP End: 06-30-2021

Pickup or Delivery to or from any location within Zone 2

Pickup or Delivery to or from any location within Zone 3

Pickup or Delivery to or from any location within Zone 1 Contract Period: Option 2 POP Begin: 07-01-2021 POP End: 06-30-2022

Pickup or Delivery to or from any location within Zone 2

Pickup or Delivery to or from any location within Zone 3

Pickup or Delivery to or from any location within Zone 1 Contract Period: Option 3 POP Begin: 07-01-2022 POP End: 06-30-2023

Pickup or Delivery to or from any location within Zone 2 Contract Period: Option 3 POP Begin: 07-01-2022 POP End: 06-30-2023

Pickup or Delivery to or from any location within Zone 1 Contract Period: Option 4 POP Begin: 07-01-2023 POP End: 06-30-2024

Pickup or Delivery to or from any location within Zone 2

Pickup or Delivery to or from any location within Zone 3

B.3 PERFORMANCE WORK STATEMENT

DESCRIPTION/SPECIFICATIONS

The contractor shall provide all supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, assembly/set-up, repair, pick-up and patient training/instruction-in-the-use of Government-owned Durable Medical Equipment (DME). 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. Contractor to furnish all storage, labor, transportation and equipment required to provide durable medical equipment to eligible beneficiaries within the geographical jurisdiction and Primary Service Area of the VA Maryland Health Care System (VAMHCS), which includes VA Medical Centers located in Baltimore, Loch Raven, and Perry Point, MD. All work performed will be in accordance with the Joint Commission on Accreditation of Healthcare Organizations (JCAHO).

Contractor shall be required to comply with all specifications and to adhere to the standards of care as designated within this contract and in compliance with JCAHO standards, to include: cleaning, storing, maintenance, education, set-up, patient home safety, and inventory as required to meet the standards described in the Equipment Management Chapter of the Home Health Care standards as prescribed by JCAHO.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION 1. INTRODUCTION/BACKGROUND INFORMATION:

The purpose is to provide suitable durable medical equipment (DME) to beneficiaries of the Department of Veterans Affairs (VA) at their residences. Orders for the specified services will be placed by three (3) VA facilities in VISN 5 using government purchase cards. This contract does not include purchase or rental of DME by the Government from the contractor. All DME shall be Government-owned or provided. Service shall consist of taking the item from the Contractor's storage facility and delivering it to the Veteran or may require pickup at the VA medical center (VAMC) and subsequent delivery to the beneficiary's home. After removal of DME from a Veteran's residence, the Contractor may return the equipment to the contractor's storage facility or the VAMC but only after performing any required service, such as cleaning/disinfection/repair of DME.

SECTION 2: SCOPE/PERFORMANCE REOUIREMENTS: SPECIFIC TASKS:

The contractor shall provide all supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, assembly/set-up, repair, pick-up and Veteran training/instruction-in-the-use of Government-owned DME and Telehealth program items. This includes the provision of emergency DME repair and maintenance services. The provision of DME Delivery/Pick up services: The price of this line item includes all costs and profit 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. The provision of ROUTINE DME repair and maintenance services: The price of this line item includes all costs and profit required for hourly repair or maintenance services that will be performed on the DME at the contractor’s facility or patient’s home during normal business hours. The provision of EMERGENCY DME repair and maintenance services: The price of this line item includes all costs and profit 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. The contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Veteran Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The Veterans under this contract are served 24 hours a day, seven days a week, including holidays by three (3) VISN 5 Baltimore VAMC, Loch Raven VA Community and Rehabilitation Center and Perry Point VAMC, MD. The area of service shall be all Veterans serviced by these three (3) VISN 5 VAMC's, including surrounding areas, regardless of where Veteran resides. Should a Veteran(s) be located within a zone that is not listed for that particular VAMC, but is within a zone listed through a separate VAMC, the Government reserves the right to purchase the services from the contractor awarded the contract for the zone that the Veteran resides in. The geographical boundaries have been detailed in Section 3 herein and have been determined as the areas of responsibility/jurisdiction for each local VA Medical Center.

Performance Requirement: Response Times:

The contractor shall contact the Veteran for an appointment within one (1) calendar day of notification from the individual VAMC's Contracting Officer Representative (COR) request for service and shall be delivered and/or picked up no later than three (3) calendar days from date of order to deliver, unless the Veteran requires a later date which will be noted in the Veteran record. The contractor shall provide on call services after hours, weekends and holidays. The contractor shall accept emergency telephone calls from the COR and/or the Veteran. The contractor shall respond to the phone call within one (1) hour of notification.

Emergency Procedures: An Emergency is defined as a sudden, urgent, unexpected occasion requiring immediate action with a need for help or relief. The contractor shall use reasonable, sound judgment in determining whether a true emergency exists which requires immediate attention to constitute an emergency visit or whether the problem can be resolved by telephone trouble-shooting with the Veteran or caregiver. The COR shall be notified of the emergency on the next 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. Emergency visit charges may be applied for visits that are stat, after hours, weekends or holidays.

Performance Requirement: Standard of Care:

The contractor shall meet Joint Commission standards (the most current update) in the performance of this contract. The contractor shall be responsible for also obtaining all necessary permits and/or licenses required to perform services under this contract. The contractor shall abide by the State laws and regulations in which services are performed. The contractor shall comply with Department of Transportation (DOT) www.dot.gov/regulations.com, Federal Drug Administration (FDA) http://www.fda.gov/default.htm, National Fire Protection Transportation (NFPA) www.nfpa.orgicodes-and-standards.com, Occupational Safety and Health Association (OSHA) regulations www.osha.gov, and all current standards for suppliers of DME in the most current annual publication titled, "Accreditation Manual for Home Care" www.jointcommission.org/accreditation/home care.org. All subcontractors are subject to the same requirements as the prime contractor. The contractor shall be responsible for verifying that education and training are consistent with applicable legal and regulatory requirements and hospital policy; that the employee is licensed, certified or registered and that the individual is knowledgeable for his or her assigned responsibilities. The contractor must provide the COR evidence of these requirements.

Infection Control The Contractor shall have a plan for surveillance; prevention and infection control that meets current Joint Commission 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

Performance Requirement: Transition Period:

A 60-day phase in/phase out period, effective on the contract commencement date, is required in order to facilitate a potential change in contractor upon expiration of the current contract and to ensure continuity of service for Veteran care. This period shall be designated as a period for the transfer of Veterans from the incumbent to the successor contractor. A transaction schedule shall be provided to both the incumbent and successor contractor. During the phase in phase out period, the successor contractor shall contact the COR with a list of Veterans the successor contractor has set up each day. The successor contractor shall notify the incumbent contractor of these Veterans. The successor contractor shall provide the Veterans name, address and telephone number of the Veteran, list of government-owned equipment at Veteran residence and current prescriptions. The successor contractor shall not receive any payment for the Veteran until it is confirmed that they have completed the set-up of DME requirements. The initial month of service will be prorated. The cost of relocating existing inventory from the incumbent VA contract storage place to the successor contractor's facility shall be borne by the successor contractor. This includes any deficiencies the incumbent contractor may or may not have accomplished. Therefore, it is advised that the contractor view the storage site. Both contractors shall work closely together to assure a smooth easy transition for the Veteran.

Performance Requirement: Storage and Inventory Management:

The contractor shall provide and maintain adequate storage to accommodate VA owned equipment including items picked up for repair. The estimated cost for warehouse storage usage will be included in the Rate for Individual Trips to Zone unit cost. The minimum net usable square footage is 3000. The contractor shall be responsible for determining the actual amount of storage space required. It is recommended that the site be reviewed allowing the actual square feet be ascertained by the contractor. After storage site is determined, the contractor shall contact the COR for approval.

a. The equipment that will be stored in the warehouse will include but not limited to:

(i) Full Electric and Bariatric Beds

(ii) Foam and Low Air Loss Mattresses

(iii) Power and Manual Patient Lifts

(iv) Various sizes and styles of Slings

(v) Over the bed and Free-Standing Trapeze

(vi) Bed Rails

(vii) Bed Extenders

(viii) Over the bed tables

b. The stored equipment shall be maintained in a safe, clean, dry, well-secured and orderly arrangement to prevent damage and to facilitate periodic unannounced inventory inspections accomplished by VA officials. Government furnished property provided to the contractor includes DME that has been purchased by PSAS, Prosthetics and Sensory Aids Service, and has been delivered to the contractor’s facility. Title to Government furnished property remains with the VAMHCS. 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.

c. The contractor's storage and repair facility shall be within the county of each individual VAMC or a border county, due to requirements for frequent VA inspections and pickups at the VAMC. The storage facility shall be a storefront facility.

d. Six clearly delineated areas will be designated:

(1) Staging Area, - all VA owned equipment going to the contractor's facility shall be unloaded from the delivery truck into the (IN) staging area and sorted. New items shall be unpackaged if necessary, inspected for damage, and placed into the appropriate action area. All other recovered used equipment shall be placed in the Pending Assessment area.

(2) Pending Assessment Area - The equipment shall be inspected and evaluated to determine whether the equipment is worthy of reissue.

(3) Repair Area - Should repairs be needed the contractor shall submit an estimate of charges to the COR and will not proceed with work unless a separate purchase order/credit card authorization is issued. Quotes shall be itemized with parts, prices, and labor, time, and whether a five (5) day turnaround for repair can be met. No charges shall be made for the estimate. Payments for labor on repairs shall be made in accordance with the price schedule for the hourly rates in the schedule. The contractor will be responsible for incidental parts, not for major parts. Travel shall be included under the trip charge.

(4) Junk/Scrap Area - All equipment which cannot be re-issued, based on excessive repair costs or being obsolete shall be kept in this area. During periodic site visits, the COR shall assess the equipment in this area to determine final disposition. The contractor will dispose of scrap/junk.

(5) Ready for Issue Area - All equipment in this area will be cleaned, disinfected, in excellent working condition and ready for issue to the Veteran. 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. This equipment shall be tagged and stored awaiting instruction from the COR. Government property shall be identified and tagged with consecutively numbered permanent stickers.

(6) Staging (out) area - All equipment ready for delivery to the Veteran shall be placed in this area pending loading.

e. The above areas must house items in contractor's immediate location and shall provide a full time accessible employee with phone available from 8:00 a.m. to 4:00 p.m. Monday through Friday, excluding government holidays. The storage facility shall be wheelchair accessible. Should the Veteran pick up equipment/supplies from the contractor's facility when authorized by the COR, no delivery charges shall apply.

f. 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 esponsible 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 VAMHCS 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 VAMHCS may choose to have supplies drop shipped directly to the contractor’s facility in an effort to expedite delivery to the patient.

g. The contractor shall be directly responsible and accountable for all government property while it is under his/her possession and shall establish and maintain a system to control, protect, preserve, and maintain item(s) in optimal condition. The government property shall be used only for performance under this contract.

h. The storage facility shall be equipped with adequate electrical outlets for testing of electrical equipment.

i. 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 “emailed” 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 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. 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.

Performance Requirement: Vehicle Requirement/Shipping:

a. The Contractor shall have a covered vehicle to make pick-up and deliveries to Veterans. The vehicle shall be clearly marked easily identifying the contractor.

b. The vehicle shall be decontaminated monthly at a minimum. The vehicle shall be decontaminated each time a piece of contaminated equipment is picked up. The vehicle shall be clean at all times and subject to an unannounced inspection by COR of the applicable VAMC. It shall also be equipped to separate clean equipment from dirty. Each side shall be clearly marked as "Clean" or "Dirty" Clean equipment shall be kept in clear plastic bags. Dirty equipment shall not be kept in plastic bags. The vehicle shall be in accordance with JC standards.

c. All delivery trucks shall maintain a sufficient stock of essential and frequently used parts to facilitate repair in the home, especially repairs of manual/electric beds, Veteran lifts and low air loss mattresses.

d. If requested by the COR and approval of additional cost by COR and Contracting Officer, the Contractor shall ship items by parcel post or other commercial means rather than delivering with his own vehicle. The contractor shall prepay shipping charges and will submit paid freight documents with his invoice for reimbursement. The contractor shall be held liable for any loss or damage during shipment. The contractor shall provide proof of delivery on all direct deliveries. The only acceptable items of proof are listed below:

(1) Certification of receipt signed by the beneficiary

(2) Signed Bills of Lading

(3) Freight Bill

(4) Parcel Post Receipt

(5) Signed Receipt from the Carrier

(6) UPS — signed Certification by contractor that UPS was utilized.

e. If equipment is drop shipped to a Veteran home from the equipment manufacturer, for Veterans within the provided service area, the contractor may be instructed to set-up/assemble and provide the same training and care as a delivered piece of equipment.

Performance Requirement: Delivery/Removal of Equipment:

a. The COR shall initiate trips for pick-up and delivery with the contractor, by means of a VA pickup and delivery form which will be submitted by each individual VAMC. The Government may fax or email the request. The contractor shall be furnished the name, social security number, address and phone number of the individual to whom deliveries/pick-ups are intended. The contractor shall be responsible for verifying the address of the Veteran and ensuring that he is home when delivery is scheduled. The VA assumes no liability for additional trips required if the Veteran is not at home when deliveries are attempted. The contractor shall maintain a trip log enabling the COR to verify trips scheduled on a given day. Trip cost shall be determined at the time the delivery/pick-up authorization is prepared and provided to the Contractor. Items for delivery shall be picked up at the VA Medical Center warehouse and/or Contractor's place of storage. Occasionally, it shall be necessary for the Contractor to pick-up equipment from the Veteran's residence and deliver it back to the Medical Center/place of storage.

b. For trips requiring either delivery or pick-up, the cost is based upon the trip charge listed in the pricing schedule. For trips requiring delivery and pick-up at the same residence, only one trip will be paid for. The contractor shall pick up government-owned equipment from the VA designated area and store the equipment within his place of business at no additional pickup/delivery charge. Trip charges include all mileage.

c. All deliveries/pickups for the Veteran shall be made between the hours of 8:00 a.m. to 6:00 p.m. Monday through Saturday, excluding Federal Holidays, unless prearranged by the Veteran or authorized representative with the contractor. Telephone calls to schedule appointments shall also only be made between the hours of 8:00 a.m. to 6:00 p.m. Prior to each delivery or pickup arrangements shall be made with the Veteran, advising him/her of the approximate time of arrival. If an unforeseen situation arises that shall delay the contractor's time of arrival, contact shall be made with the Veteran notifying he/she of the same. If the pick-up/delivery call is made more than 24 hours in advance, the Contractor must make a reminder call within 24 hours of the scheduled pick up/delivery.

d. The Contractor personnel shall wear photo identification badges and vehicle identification when providing services or making deliveries to Veteran's home. Such badges shall show the company name, employee's name, and the employee's picture. The Veterans served by these VAMC's may have significant physical disabilities or chronic illnesses that in many cases influence their behavior and lifestyle. It is of the utmost importance that the highest level of professionalism be demonstrated when Veteran/caregiver contact is made. The contractor is expected to demonstrate concern, compassion, and patience with each contact. 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 VAMHCS 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. The contractor should incorporate special training on working with older Veterans for all staff providing services under this contract. The contractor shall ensure that all personnel providing services under this contract are properly trained and have demonstrated an acceptable level of skill in setting up and instructing Veterans and caregivers in its safe and proper use. Beneficiaries shall not be solicited at any time.

e. The contractor shall set up/install DME equipment as instructed by the designated COR. The area of set up is the Veteran's preference. The contractor shall prepare the site in the Veterans' home and unpack and assemble the equipment in a usable condition. The contractor is responsible for removing all packing materials that are on-site. No additional charges shall be made for installation of new equipment or supplies. Items of equipment requiring no assembly shall be removed from the carton at no cost to the 9

TERMS AND RENEWAL OPTION:

This is a requirements contract, as such the VA will be required to place orders for the delivery of VA Owned DME with the contractor while this contract is in place. Additionally, the contractor will be required to full those orders.

At the sole discretion of the government, the right is reserve to renew this contract for the 6-month option by serving notice in writing at least (30) days prior it the renewal date in accordance with the FAR 52.217-8. The 6 month extension price rate shall be based off the pervious year rates.

Government. The Contractor shall 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 of related trip to complete the delivery. The contractor is not expected to relocate Veteran's furniture to make space for equipment being delivered.

f. The contractor shall ensure that electrical outlet is grounded before connecting equipment. If the outlets are not grounded the equipment shall not be set up and the COR shall be notified. The contractor shall furnish written documentation of the safety hazard to the COR within 24 hours.

g. Permanent installation to walls, ceilings, floors, etc. is specifically excluded from this contract. The contractor shall not proceed with the work unless authorization is issued from the COR. No charges shall be made for the estimate. The VA reserves the right to reject the Contractor's estimate and may procure these services from a separate contractor. The contractor's staff shall be alert to structural or environmental problems which might make installation unsafe. The contractor shall provide written documentation and acknowledgement by Veteran of any unsafe condition that cannot be corrected.

h. If, through no fault of the Contractor, the Veteran refuses acceptance of the equipment being delivered after the Contractor has made the trip, payment shall be made on the same basis as though delivery had been made. The Contractor shall contact the COR immediately for re-authorization in all cases prior to re-delivery for all refusals. The contractor shall obtain the Veteran/caregiver signature of refusal, state the reason for refusal and submit it with the next monthly invoice.

Telehealth Program Items:

The durable medical equipment (DME) delivery service contract includes the delivery of the Telehealth items. Some of these items will require set-up at the Veteran’s dwelling and some may need to go under troubleshooting to achieve optimal working conditions. These duties will be covered under the scope of work of the contractor. The Telehealth items include but are not limited to the following items:

a. Telehealth items will be delivered and set-up by the Contractor for the same as a regular equipment delivery fee.

b. The contractor will provide the set-up for the Telehealth items for a fee that would not exceed the regular equipment delivery fee.

c. The Contractor will pick-up Telehealth items for the same as a regular equipment delivery fee.

d. The Contractor will be performing troubleshooting of Telehealth items if necessary for the same as a regular equipment delivery fee.

Performance Requirement: Veteran Education:

a. The contractor shall set up, assemble, adjust, and instruct the Veterans and/or caregivers in the use and care of the equipment using the Joint Commission standards as defined in the most current Comprehensive Accreditation Manual for Home Care. The contractor shall provide instructions to the Veteran and/or caregiver in the safe and appropriate use of the medical equipment being supplied. Instruction shall include basic home safety, Veteran rights and responsibilities, when and how to contact the contractor for repairs and emergencies, storage and handling of the involved equipment, and electrical safety. A copy of the instructions shall be signed by the Veteran or caregiver to certify that the instructions were provided and were clearly understood.

b. An adhesive tag will be attached to the equipment designating "VA Property" if applicable, and contain the Company Name, Address, and Telephone Number for the Veteran to reach in an emergency.

c. The contractor shall provide an Emergency Preparedness Plan to prevent interruption of services, universal precautions and proper cleaning and storing of the DME. Provide copies of pertinent literature concerning those items with significant safety hazards, such as respiratory equipment, suction machines, etc. A file copy of the above shall be provided to the COR of each applicable VAMC.

d. The contractor shall provide a demonstration of correct use and must observe a return demonstration from the Veteran/caregiver. 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.

e. When delivering DME the contractor must instruct the patient and his/her caregiver on the DME’s safety features, warnings, etc. The contractor must inspect the electrical outlet that will be used to supply power to electrically-operated DME; if the contractor reasonably determines the outlet is unsafe and there are no alternative and safe outlets, then the DME shall not be connected. The DME contractor must notify PSAS of the unsafe conditions and wait for further guidance from PSAS.

f. 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.

g. When delivering DME the contractor must provide the patient and his/her caregiver a copy of the Customer Orientation Pamphlet. This pamphlet will include product use information, warranty information, general information on services to be provided, safety procedures, service orientation, disaster readiness, and the Patient’s Rights and Responsibilities.

g. The contractor shall provide Veteran's rights/responsibilities package to Veteran/caregiver. The top cover sheet shall be signed and returned to the VAMC applicable invoice.

Performance Requirement: Contractor Policies and Procedures:

a. The contractor shall have in place written procedures for delivery, recovering, receiving, segregating, and cleaning DME which is appropriate to the equipment according to manufacturer's instructions, and disinfecting of items which are stored/reused. Written procedures shall be in place for disposal of equipment or supplies designed for single Veteran use only, i.e. egg crate mattresses. All equipment shall be labeled or tagged and dated to document such procedure.

b. The contractor shall maintain inspection reports of vehicles and various written plans and procedures used in performance of this contract such as:

(1) Permits, licenses as necessary

(2) Education training records of personnel, orientation and ongoing.

(3) Accident and incident reporting

(4) Veteran education rights and responsibilities

(5) Quality improvement

(6) Equipment management

(7) Fire and emergency preparedness planning

(8) Handling Veteran complaints

(9) Recall procedures

(10) Infection Control, including care/service

(11) Universal precautions (policy and procedures) including personal hygiene, precautions, aseptic techniques and communicable infections.

(12) Safety and occupational health proceedings

(13) Electrical safety process

(14) Veteran care record, satisfaction, survey, and confidentiality

c. The contractor shall maintain an equipment management file for all VA issued equipment. These records shall remain the property of the VA. The folder shall include but is not limited to:

(1) The serial number and model number of the delivered item.

(2) Any present/prior history of repairs to the item

(3) Who currently has possession of the item

(4) Documentation of decontamination, if applicable

d. All policies and procedures, and all employment orientation records for each employee involved in work under this contract, certificates of education, copies of all in-service training, position descriptions, and performance appraisals will be submitted to the COR and available for review by the VA. The contractor shall ensure the documentation exists to support job assignments, training, orientation, and experience of all staff. The contractor shall provide training letters of personnel as to certification of installing and repairing of hospital beds, manual and powered wheelchairs, Veteran lifts, specialty mattresses, etc.

Performance Requirement: Veteran Records:

a. The contractor shall maintain a VA beneficiary account folder in compliance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). All beneficiary files are subject to review by the COR or Contracting Officer and accreditation surveyors on behalf of the VA during accreditation surveys or consultation. As a minimum the beneficiary folder shall adhere to current Joint Commission and CMS standards for Veteran record keeping. Copies of all Veterans' records shall be made available to the COR upon request. These files shall be electronic, not hardcopy or paper. These folders remain the property of the VA and returned to the VA at the expiration of the contract. This folder shall contain identification of the Veteran, name and telephone number of the family member or authorized caregiver to be contacted in the event of an emergency or death. This folder will include but not be limited to:

(1) Documentation of set up and delivery

(2) Documentation of Veteran receipt of Veteran rights/responsibilities.

(3) Documentation of Veteran education and safe home environment, required safety measure to protect Veteran from injury.

(4) Documentation of plan of service/care.

(5) Folders will be annotated with all coordinating medical services.

(6) Recall plan

(7) Assessments

(8) Invoices

(9) Individualized plan of treatment by Veteran physician or other individual as allowed by law and organization policy.

Performance Requirement: Contractor Rights and Responsibilities:

a. All formal training required shall be administered or instructed by the contractor by persons who are certified as being qualified to instruct or teach the specific subjects or topics required whether by the appropriate manufacturer or a person who is a trained trainer of the manufacturer. Certifications shall be in the form of a certificate issued by an accredited institution of learning (school, college, university); a governmental (Federal, State, County) educational certification body (agency, board, commission). Any documentation other than the above must be approved by the COR to assure that the person instructing has sufficient experience with the subject to be able to instruct the subject in an authoritative, practical and current manner. The certificate should note the name of the employee individually who has been trained.

b. The contractor shall have employees providing services under this contract who have certification of repair training from at least one major supplier of each for motorized wheelchairs, aluminum ramp systems, Veteran lifts, specialty mattresses and electrical beds. The contractor shall be asked to furnish proof of such certification. The minimum number of employees trained to repair motorized wheelchairs is one.

c. Within ten (10) calendar days after award of the contract, the contractor shall 'provide the Contracting Officer with a list of all employees involved in any portion of this contract. Each employee's listing shall indicate all training applicable to this contract. Photocopies of training certificates for each current and future employee(s) shall be provided with the employee list.

d. If a new or reassigned employee begins any involvement with equipment covered under this contract, the contractor shall notify the Contracting Officer in writing within seven (7) calendar days of that involvement and submit the required photocopies of documentation of training.

e. Training must include adequate site preparation of the home environment. This includes infection control, standard precautions, personal protective equipment, hazard assessment, equipment recovery, cleaning and repair processes, routine servicing equipment function and operating checks, Veteran relations and performance improvement. This certification shall be retained in the contractor's local office from which services are provided.

f. The contractor must track and trend employee health protection (i.e. TB, PPD's, Hepatitis B, etc.).

g. This certification shall be retained in the contractor's local office from which services are provided. The VA shall have access to these tests results. Contractor shall provide this information to VA every 6 months.

h. After equipment is returned from a Veteran's residence, the COR shall be notified within forty-eight hours as to whether the equipment is suitable for reissue. All equipment that is dirty shall be red tagged to indicate it is not ready for Veteran issue. Likewise, equipment ready for issue shall be tagged with a green tag. The contractor shall tag each piece of equipment with the name of the particular VA applicable.

i. The contractor shall sanitize/disinfect all picked up equipment including that used by Veterans with infectious diseases before it is placed in Contractor storage for reissue.

j. The contractor shall comply with "universal precautions" in the cleaning of recovered equipment as required by the VA in the recovery, delivery, and storage process. (BSI - Body Substance isolation). The contractor shall wash in detergent/disinfecting solution, LPH, or equivalent. The items will be placed in plastic bags and labeled with a tag indicating date of cleaning and returned for storage in a non-contaminated storage area for future re-issuance. Documentation of cleaning may be written on a removable tag provided by the contractor.