S02 RFP - 36C24524R0051 Beckley DME.pdf

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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24524R0051 04-25-2024

Darcy Gray, darcy.gray2@va.gov (202) 745-8000 05-21-2024

12:00 PM EDT

Department of Veterans Affairs

VAMC(688)

50 Irving Street NW Washington DC 20422

X 100

X

621610

$19 Million

N/A

VAMC(517)

Brenda Shelton 200 Veterans Avenue Beckley WV 25801

VAMC(688)

Darcy Gray 50 Irving Street NW Washington DC 20422

PAYMENT WILL BE MADE BY

Purchase Card Only.

Instructions for Submitting Invoices: See Page 25.

See CONTINUATION Page

Contractor shall provide Durable Medical Equipment Supplies and Services as described in the attached Performance Work Statement (PWS).

Period of Performance shall be from June 01, 2024 through May 31, 2025, with four (4) one (1) year option periods.

See Section E.1 for Instructions for Submission of Proposals

All questions shall be submitted in writing before May 8, 2024.

X X

Paschal L. Dawson Contracting Officer

36C24524R0051

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT (PWS)

B.5 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (JAN 2024)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) ..53

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.12 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.14 SUPPLEMENTAL INSURANCE REQUIREMENTS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 WAGE DETERMINATION SCHEDULE

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.2 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.10 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

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:

Paschal L. Dawson, Contracting Officer 36C245 Darcy Gray, Contract Specialist Department of Veterans Affairs Department of Veterans Affairs NCO 5 Contracting Office (90C) NCO 5 Contracting Office (90C) 1 Boiler House Road, Bldg. 101C, Rm 4 50 Irving Street NW Perry Point, MD 20922 Washington DC 20422

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Paid by Purchase Card

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 Government Purchase Card.

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

AMENDMENT NO DATE

B.2 SCHEDULE OF SERVICES

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

125.00 TRP __________________ __________________

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone A -

Raleigh County Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - General Health Care

150.00 TRP __________________ __________________

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone B -

Boone, Fayette, Kanawha, Mercer, Summers, and Wyoming Counties Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

55.00 TRP __________________ __________________

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone C -

Clay, Greenbrier, Logan, McDowell, Mingo, Monroe, Nicholas, and Roane Counties Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

10.00 TRP __________________ __________________

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone D -

Braxton, Calhoun, Pocahontas, and Webster Counties Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone E -

Gilmer, Lewis, Randolph, and Upshur Counties Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

100.00 MI __________________ __________________

Rate per Mile for Delivery/Pick-Up/Repair Outside of Zones A-E - One Way Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

Raleigh County Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Boone, Fayette, Kanawha, Mercer, Summers, and Wyoming Counties Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Clay, Greenbrier, Logan, McDowell, Mingo, Monroe, Nicholas, and Roane Counties Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Braxton, Calhoun, Pocahontas, and Webster Counties Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Gilmer, Lewis, Randolph, and Upshur Counties Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Rate per Mile for Delivery/Pick-Up/Repair Outside of Zones A-E - One

Way Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Raleigh County Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Boone, Fayette, Kanawha, Mercer, Summers, and Wyoming Counties Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Clay, Greenbrier, Logan, McDowell, Mingo, Monroe, Nicholas, and Roane Counties Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Braxton, Calhoun, Pocahontas, and Webster Counties Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Gilmer, Lewis, Randolph, and Upshur Counties Contract Period: Option 2 POP Begin: 06-01-2026

POP End: 05-31-2027

Way Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Raleigh County Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Boone, Fayette, Kanawha, Mercer, Summers, and Wyoming Counties Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

55.00

Clay, Greenbrier, Logan, McDowell, Mingo, Monroe, Nicholas, and Roane Counties Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Braxton, Calhoun, Pocahontas, and Webster Counties Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Gilmer, Lewis, Randolph, and Upshur Counties

Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Way Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Raleigh County Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Boone, Fayette, Kanawha, Mercer, Summers, and Wyoming Counties Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Clay, Greenbrier, Logan, McDowell, Mingo, Monroe, Nicholas, and Roane Counties Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Braxton, Calhoun, Pocahontas, and Webster Counties Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Delivery/Pickup with Set-up/Disassembly of DME Equipment: Zone E - Gilmer, Lewis, Randolph, and Upshur Counties Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Way Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0.00 5/31/2025

0.00 5/31/2026

0.00 5/31/2027

0.00 5/31/2028

0.00 5/31/2029

B.4 PERFORMANCE WORK STATEMENT (PWS)

SCOPE OF CONTRACT AND PERFORMANCE WORK STATEMENT

BECKLEY, WV VA MEDICAL CENTER DURABLE MEDICAL EQUIPMENT

1. Section 1- Introduction / Background Information Intent Beckley, WV VA Medical Center has a need for DME services to beneficiaries in Virginia and West Virginia. The Contractor shall be responsible for providing Government-Supplied Durable Medical Equipment (DME) pickup, setup, installation, disassembly, repair, preventive maintenance, site assessment, disposal, storage and delivery services to all beneficiaries serviced by Beckley, WV VA Medical Center. The Contractor shall provide transportation of equipment, equipment services, labor, supervision, patient education, safety management, infection control, as necessary for patients receiving DME services, as specified under this Request for Proposal (RFP). These services shall be required between the hours of 8:00 a.m. and 8:00 p.m., Monday through Saturday, except in cases of emergency. The Contractor shall be staffed at the location to include a technician and warehouse staff, stocked to render services provided in accordance with all terms and conditions of this RFP 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.

2. Term of the Contract: The contract is effective one (1) year from date of Award with four (4) one-year options. The Contractor shall perform no services after 30 September of any year unless the Contracting Officer authorizes such services in writing.

3. Contract Administration Data: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. Only the Contracting Officer is authorized to make commitments or issue changes which shall 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, change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

4. Listing: Attachment B includes a list of VA Employees that will be designated as the Contracting Officer Representatives (COR).

Joint Commission, Veterans Health Administration, and other equivalent standards:

The contractor shall perform the required work in accordance with Joint Commission standards. The contractor shall comply with all annual updates as issued.

The contractor shall meet all Federal, State, and local fire and life safety codes.

Contractor agrees to maintain the minimum acceptable service, reporting systems, and quality control as specified herein. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. Immediate (within 24 hours) notification shall be given to the VA COR or designee regarding adverse action by a regulatory agency.

The services specified in the Schedule of Services may be changed by written modification to this contract with mutual written consent of both parties. VA Contracting Officer will prepare the modification.

The contractor shall furnish the services as specified in the Schedule of Services to the VA when authorized by the VA Medical Center Director or designee.

5. Roles and Responsibilities:

Clinicians’ orders for the provision of DME equipment in the home are processed through the Prosthetic and Sensory Aids Service (P&SAS) at the respective 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 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 per the terms of the contract. The Contractor shall also assure that its personnel meet the requirements of the contract and are competent to do the jobs assigned them. 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.

It is the Contractor’s responsibility to schedule the times and dates for the delivery of services within the timelines established (see Timeliness of Services). Deliveries shall not be left unattended at the beneficiary’s home, unless prior arrangements are made with the beneficiary and documentation exists that the beneficiary has knowledge of proper use of equipment.

Administrative Requirements for Contractor Employee Competencies:

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.

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.

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.

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.

6. Personnel Policy: The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor, 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.

7. Policies and Procedures: The Contractor shall conform to all issues addressed in the VA Medical Staff By-laws and the VA Medical Center Memorandums pertaining to delivery of services. The COR or designee will provide copies to the Contractor within 5-workdays after award of the contract.

Definitions/Acronyms

CBOC - A VA Community Based Outpatient Clinic.

Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts.

Contracting Officer’s Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for services, and technical guidance.

DME – Durable Medical Equipment as defined in the Glossary of The Joint Commission Accreditation Manual for Home Care.

Emergency Visits/Setups – The determination regarding whether an emergency visit or setup is required is the sole responsibility of the COR or designee.

FAR - Federal Acquisition Regulations

HCPCS - Health Care Procedure Coding System

Joint Commission (JC) - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

P&SAS - Prosthetic & Sensory Aids Service

PKI – Public Key Infrastructure Program (encrypted emails)

Qualified Technician – An individual that has been certified or is non-certified but has competencies to work with a range of DME equipment, (any item that can with stand repeated use) including delivery, and maintenance of equipment in the veteran’s home, or at the contractor’s facility.

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

Technical Labor Rate – Technical repair service is service that requires a technician to have specialized formal training before reconditioning or repairing equipment.

Non-Technical Labor Rate – Repair service that does not require formal training or experience to repair or recondition equipment.

VA - Department of Veterans Affairs Medical Center, or Healthcare System.

VAMC - Veterans Affairs Medical Center

VISN - Veterans Integrated Service Network

Zones –Defined delivery areas based on distance from VAMC to the Veteran’s residence.

8. Contractor Facilities/Storage:

All VA equipment/supplies shall be stored on, or within single premises occupied by the Contractor for Beckley VA Medical Center. If services are provided from another facility or other storage locations, approval is required by the COR or designee.

The Contractor is to provide at each single premise a fax machine, telephone, or the ability to scan and e-mail receipt documents for delivered supplies or equipment.

The Contractor shall provide storage for VA beneficiary equipment/supplies. The storage space requirement for Beckley Veterans Affairs Medical Center (VAMC) shall be a minimum of 3,000 square feet and available always. 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 areas provided shall be clean, dry, dust kept to a minimum; climate controlled, well lighted, equipped with fire extinguishers, and is well ventilated. Area shall be safe, walkways free of electrical wiring and other safety hazards, and contain appropriate signage, i.e., NO SMOKING, EXIT, CLEAN AREA, CONTAMINATED AREA, etc. Storage area shall be protected always against theft, vandalism, fire, severe weather, and pilferage. Area will contain signage “U. S.

GOVERNMENT PROPERTY – NO TRESSPASSING”.

Storage area shall have clearly defined/labeled and separate areas to store clean, soiled, damaged in-repair, scrap equipment as well as a separate area for items pending delivery – purchase order generated and received. All VA owned equipment and supplies shall be stored separately from any contractor owned equipment. Any equipment that has been approved to be returned to the warehouse for reissue shall be cleaned, 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. 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.

9. SECTION 2: Scope / Performance Requirements: Specific Tasks

All issuing and follow-up care provided under this contract shall be provided in accordance with all current Joint Commission standards. The Contractor shall be Joint Commission Accredited or equivalent for Home Care and shall maintain the certification or equivalent for the duration of the contract. If the Contractor is re-surveyed by Joint Commission or equivalent during the contract term, the Contractor shall notify the Contracting Officer of survey dates, the outcome of the survey, and provide copies of new certificates as issued. Contractor’s facilities may be inspected by the respective Medical Center prior to the contract award. Subcontractors shall follow Joint Commission or equivalent standards and shall be monitored by the Contractor for compliance. Contracting Officer’s Representative (COR) or designee shall be notified if a subcontractor is utilized. 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.

a. Transition Period

SUBTASK 1 – TRANSITION IN

A transition shall ensure minimum disruption to vital Government business. The Contractor shall ensure there will be no service degradation during and after transition. The Contractor shall propose a draft Transition Plan and present a finalized Transition Plan for the migration of current systems and operations within five (5) working days after award.

Transition Period: To ensure uninterrupted timely delivery of DME services to Beckley, WV VA Medical Center Veteran beneficiaries, a transition period will be established to obtain warehouse space, hire personnel, inventory and transfer equipment and transfer Beneficiary information.

Contract awardee will be required to work with the incumbent contractor during the transition period to provide a smooth and orderly transition from the current contract to the new contract.

The offeror shall submit with the proposal a Transition Plan that describes the process, details, and schedule for providing an orderly transition during the Contract’s Transition Term stated in the Period of Performance. The objectives of the Transition Plan are: to minimize the impacts on continuity of operations; maintain communication with staff and affected communities; identify key issues; and overcome barriers to transition. The offeror will be responsible for performing due diligence to ensure that all the transition activities are identified, negotiated, and completed during the Transition Term.

The offeror shall establish a transition management team capable of providing overall management and logistical support of all transition activities. The offeror shall develop and submit with their proposal a resource-loaded project management schedule with milestones and measurable commitments and then after award will be required to report status of the transition to the Contracting Officer on a regular basis, through periodic meetings and/or through regular written reports.

The activities performed during the Transition Term shall begin on the effective date of the contract.

Successful offeror(s) must be able to stand up a warehouse for the Beckley VAMC area with proper manning and warehouse/delivery equipment to properly store and delivery DME to the Veteran Beneficiaries.

The performance period shall include a base period from June 01, 2024 to May 31, 2025, with 4 one-year options.

SUBTASK 2 – COORDINATE PROJECT KICKOFF MEETING

The Contractor shall schedule, coordinate and provide an agenda for the Project Kick-Off Meeting at the location approved by the Government. The meeting will provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management, security issues, travel authorization, and reporting procedures. At a minimum, the attendees shall include vital contractor personnel, representatives from the directorates, other relevant Government personnel, and the Contracting Officer’s Representative (COR). The contractor shall provide the following at the kickoff meeting:

• Finalized Transition Plan

• Finalized Quality Control Plan

SUBTASK 3 –TRANSITION OUT

The Transition-Out Plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor /government personnel at the expiration of the Task Order. The Contractor shall provide a Transition-Out Plan NLT ninety (90) days prior to expiration of the Task Order. The Contractor shall identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Appropriate contractor to contractor coordination to ensure a seamless transition

• Transition of key personnel

• Identify schedules and milestones

• Identify actions required of the Government,

• Establish and maintain effective communication with the incoming contractor/ Government personnel for the period of the transition via weekly status meetings

b. Performance Requirement: 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. All attempts to contact the Veteran for setup/delivery must be document and provided to the COR or designee.

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 the Contractor is unable to meet those delivery times, the Contractor shall notify the COR, 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.

The Contractor shall maintain a daily log of orders received and shall fax this log to the Medical Center COR or designee at the end of each business day.

All paperwork relating to completed deliveries should be provided to each facility on a weekly basis.

c. Performance Requirement: 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. Under no circumstance should parts be removed from new equipment to be used for repairs or to complete a delivery. The Contractor is to notify the COR of any missing/damaged equipment.

The Contractor shall deliver new and/or used equipment/supplies as required by each Purchase Order and maintain accurate inventory maintenance. The Contractor will provide a monthly inventory listing of VA owned equipment. 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 on 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 with 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 8:00 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 8:00 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 three 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 Zones found on Attachment C, with documentation made of the reason refused on the invoice along with a signed statement by the Veteran refusing the items. 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.

d. Performance Requirements: Pickup 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. 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 contractor. See Section on Contractor Facility/storage 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.

e. Performance Requirement: Delivery Charges Delivery charges under this contract shall be based on a flat rate zone charge with the zones radiating out from the Beckley, WV VA Medical Center.

The Zones are based on the counties surrounding the facility. Refer to Attachment C for a listing of the zones for each facility.

In rare instances, it will be necessary to make a delivery/pick-up beyond the last zone for the Beckley, WV VA Medical Center; a separate delivery charge will be used for these occurrences.

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

f. Performance Requirement: 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: coiled, foam or gel overlays. Specialty hospital bed mattresses for the prevention of bed sores (i.e., air mattresses, Ken-air, SAM (self-adjusting mattress), etc. are excluded.

g. Performance Requirement: Plan of Care

As appropriate, the equipment and related medical supplies/services shall be provided in accordance with 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 requesting VAMC 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.

h. Performance Requirement: 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.

i. Performance Requirement: Quality Assurance Surveillance Plan 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.

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.

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.

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.

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.

10. Special Requirements: Accreditation: The Contractor shall meet or exceed all Joint Commission standards or equivalent for all services provided herein. Contractor shall submit proof of meeting or exceeding all Joint Commission standards or equivalent as part of its technical proposal and shall maintain that accreditation throughout the term of the contract. The Joint Commission standards or equivalent requirements may be assessed at www.jointcommission.org or similar accreditation standards web sites.

11. 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.

12. 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. 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. NOTE: All delivery orders placed against this contract are to be paid by the Beckley, WV VA Medical Center. 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 for VA facilities to submit delivery orders.

13. Documentation: The Contractor shall maintain documentation of all orientation programs and background checks for all employees involved in delivery/recovery of DME equipment. All documentation shall be furnished to the Contracting Officer prior to commencement of work activities and shall be updated as employees enter / exit service on the contract. At a minimum, topics should include safety and equipment management such as; electrical requirement, back-up systems, equipment safety checks, troubleshooting, equipment set-up, infection control procedures, patient confidentiality and handling procedures. Annual competencies are required. Reports: The Contractor will provide a written, quarterly report meeting 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 Attachment A.

14. Solicitation of Beneficiaries: Contractor shall follow the COR delegation of authority relative to any http://www.jointcommission.org/ http://www.jointcommission.org/ 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 shall only contact the patient or caregiver to arrange for rendering services or supplies authorized by VA.

15. HIPAA Compliance Contractors and any subcontractors shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department of Veterans Affairs is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor will be required to enter a Business Associate Agreement (BAA) with VHA.

Business Associates shall follow VHA privacy policies and practices. All Contractors and business associates shall receive privacy training annually. For Contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing the VHA National Policy Training, other VHA approved privacy training or contractor furnished training that meets the requirement of the HHS Standards for Privacy of Individual Identifiable Health Information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA Privacy Policy training. Proof of training is required.

Contractor shall require its employees who have access to patient information to take annual privacy training at the Department of Veterans Affairs website. The website is available at http://www.vhaprivacytraining.net/frame.htm.

16. Confidentiality & Security Measurements

Confidentiality: VA will provide the Contractor with access to pertinent medical information for the purposes of providing a service to the VA. The Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of breach of confidentiality. Contractor shall adhere to Health Insurance Portability and Accountability Act (HIPAA) standards when available.

Any person who knowingly or willingly discloses confidential information from the VA may be subject to criminal penalties. All documentation related to the patient’s records during the duration of this contract is the property of the VA and will be returned to the VA by the Contractor upon the termination of non-renewal of this contract.

Authorization to release Information: The Contractor shall be subject to the Privacy Act of 1974.

Federal Acquisition Regulations 52.224-I, Privacy Act Notification, and 52.224-2 Privacy Act, are provided in full text in the Addendum, The Contractor is not authorized to release any information.

The VA is the sole entity authorized to release any information upon written authorization from the patient.

17. Patient Medical Information: Contractor personnel who obtain access to medical records or access hardware/software that may store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for infection with HIV, medical quality assurance records, or any other sensitive information protected under 38 U.S.C. §4132 or §3305, as defined by VA, shall not have access to the records unless necessary to perform the requirement. Any contractor employee required to access pertinent data shall not disclose to other Contractor employees that are not involved in the performance of this task. Any violation of these provisions may involve imposition of criminal penalties.

18. Patient Medical Records Handling, Storage, and Retention: The Contractor shall store all medical records in a locked/secured room during the performance period of this requirement. The http://www.vhaprivacytraining.net/frame.htm

Contractor shall retain the records in a secure storage area for a period of 90 days after final delivery. The Contractor shall dispose/destroy the medical records at the Contractors primary place of performance by means of shredding all documents so that none of the data is legible.

Property in Possession of Subcontractors: In accordance with FAR Sub-Part 45.510, the Contractor shall require any of its subcontractors possessing or controlling government property to adequately care for and maintain that property and assure that it is used only as authorized by the contract. The Contractors approved property control system shall include procedures necessary for accomplishing this responsibility.

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 designated VAMC officials and accreditation surveyors on behalf of the VAMC during accreditation surveys or consultation. At a minimum, the VA beneficiary folder will adhere to current Joint Commission standards for patient record keeping.

19. Safety, Management and Infection Control: The Contractor shall comply with all…