36C24526Q0281_1.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

36C24526Q0281 02-17-2026

George Sherrin | george.sherrin@va.gov (304) 871-0873 02-27-2026

14:00 EST

19ACQ

Department of Veterans Affairs VA Maryland Healthcare System Contracting Officer (90C) P.O. Boc 1000, Bldg. 101C, Room 3 Perry Point MD 21902

X 100

X

621610

$19 Million

N/A

19ACQ

Department of Veterans Affairs Huntington VAMC Prosthetics & Sensory Aids 1540 Spring Valley Drive Huntington WV 25704

19ACQ

Department of Veterans Affairs VA Maryland Healthcare System Contracting Officer (90C) P.O. Box 1000, Bldg. 101C, Room 3

PAYMENT WILL BE MADE BY

Purchase Card Only Instructions for Submitting Invoices:

See Page 25

See CONTINUATION Page

Contractor shall provide Durable Medical Equipment (DME) and services as described in the Performance Work Statement (PWS).

Contractor shall be responsible for correct wages, titles, and compliance with all applicable wage and hour laws.

Period of performance shall be from April 1, 2026 through March 31, 2031.

Offerors shall follow the quotation submission instructions specified in Addendum to FAR Provision 52.212-1 included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award.

All questions shall be submitted in writing by 3:00 PM EST on February 23, 2026.

See CONTINUATION Page

George Sherrin Contracting Officer

36C24526Q0281

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 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT (PWS)

B.4 CONTRACTOR’S RESPONSIBILITY

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...34

C.7 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.8 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.9 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..47

C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 DME REPORT SUMMARY

D.3 PAST PERFORMANCE QUESTIONAIRE FORM

D.4 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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:

Business Name Address

UEI

ICSP Contract # Point of Contact Email Address Phone Number

b. GOVERNMENT: George Sherrin, Contracting Officer 36C245 Department of Veterans Affairs VA Maryland Healthcare System Contracting Officer (90C) P.O. Boc 1000, Bldg. 101C, Room 3

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

3. INVOICES: Invoices shall be submitted in arrears:

a. 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.

Payments 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

5. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the terms of the contract.

In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

6. CONTRACTING OFFICER REPRESENTATIVE: The Contractor shall be provided a copy of the letter of delegation authorizing the Contracting Officer Representative (COR) at the commencement of the term of this contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

7. CONTRACT PERFORMANCE: Contractor shall be required to begin providing Services under the contract awarded as a result of this solicitation beginning on the first date of the base period listed in the Schedule of Services. Failure to understand the contract requirements shall not relieve the Contractor from performing in accordance with the strict meaning and intent of the specifications.

The Government will not reimburse any costs not incorporated into the Contractor’s price.

8. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures. An official copy of the FAR can be obtained at https://www.acquisition.gov/far/ .

9. POST AWARD ORIENTATION: The Contracting Officer may schedule a post-award orientation for contract orientation purposes as required by VA regulations.

10. STATUS AS INDEPENDENT ENTITIES: None of the provisions of this contract are intended to create or shall be deemed or construed to create any relationship between VA and the Contractor other than that of independent entities contracting with each other solely for the purpose of effecting the provisions of this contract.

Neither VA nor the Contractor, nor any of their respective agents, employees or representatives, shall be construed to be the agent employee or representative of the other.

11. NON-SOLICITATION: Neither the Contractor nor any employee, agent or subcontractor of the Contractor shall solicit or attempt to convince or otherwise persuade any veteran not to participate or to discontinue participation in the services provided under this contract.

12. SECURE FAX: All faxes should contain the following language: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

13. PRIVACY AND CONFIDENTIALITY: Contractors to the Department of Veterans Affairs may be exposed to sensitive information. Information may be overheard, seen on documents or electronic devices, or observed that could potentially violate the privacy and confidentiality of our Veterans, employees, volunteers and their families. Regulations such as, but not limited to the Health

Insurance Portability and Accountability Act of 1996 (HIPAA), Freedom of Information (FOIA) and Privacy Act of 1974 have been enacted to protect sensitive information from being improperly disclosed. Information should not be divulged or released to anyone unless specifically authorized by this contract or its attached documents accordance with the contracted services. Failure to comply with applicable statutes and regulation can result in the termination of this contract and civil and criminal penalties, including fines and imprisonment. All suspected or actual breeches of privacy and confidentiality should be reported immediately to the Contracting Officer, Contracting Officer Representative (COR) or the Facility Privacy Officer.

B.2 PRICE/COST SCHEDULE

The Contractor shall provide Durable Medical Equipment (DME) to beneficiaries of the Department of Veterans Affairs (VA) at their residences. The Veterans under this requirement are served 24 hours a day, seven days a week including holidays by Huntington VAMC located in Huntington, West Virginia.

The Government intends to enter into a Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) contract for the required services. The minimum guarantee on the contract shall be $50,000.00.

The ceiling for this contract will be set at the time of award. The Government is not obligated to any specific quantity beyond the minimum guarantee but shall be obligated to provide payments for all services provided in accordance with this solicitation.

Period of Performance: A contract resulting from this solicitation will be awarded for a one-year base period with four additional option years. Estimated award/effective date is 4/1/2026.

PSC: Q201 Medical – Managed Healthcare NAICS: 621610 Home Health Care Services

Base Year: 4/1/26 – 3/31/27 CLIN Description Est. Qty Unit Unit Cost Est. Total

Cost 0001 Standard Trip (one individual) 674 Trips $ $ 0002 Bariatric Trip (two individuals) 44 Trips $ $ 0003 Emergency Trip 2 Trips $ $ 0004 Repair 50 Hours $ $ Total Base

Yr.

Option Year 1: 4/1/27 – 3/31/28

CLIN Description Est. Qty Unit Unit Cost Est. Total Cost

1001 Standard Trip (one individual) 674 Trips $ $ 1002 Bariatric Trip (two individuals) 44 Trips $ $ 1003 Emergency Trip 2 Trips $ $ 1004 Repair 50 Hours $ $ Total Base

Option Year 2: 4/1/28 – 3/31/29

Cost

2001 Standard Trip (one individual) 674 Trips $ $ 2002 Bariatric Trip (two individuals) 44 Trips $ $ 2003 Emergency Trip 2 Trips $ $ 2004 Repair 50 Hours $ $ Total Base

Option Year 3: 4/1/29 – 3/31/30

Cost

3001 Standard Trip (one individual) 674 Trips $ $ 3002 Bariatric Trip (two individuals) 44 Trips $ $ 3003 Emergency Trip 2 Trips $ $

3004 Repair 50 Hours $ $ Total Base

Option Year 4: 4/1/30 – 3/31/31

Cost

4001 Standard Trip (one individual) 674 Trips $ $ 4002 Bariatric Trip (two individuals) 44 Trips $ $ 4003 Emergency Trip 2 Trips $ $ 4004 Repair 50 Hours $ $ Total Base

Total for base performance period and all option years: $____________

B.3 PERFORMANCE WORK STATEMENT (PWS)

HUNTINGTON VA MEDICAL CENTER DURABLE MEDICAL EQUIPMENT (DME) AND

RELATED SERVICES

SECTION 1: INTRODUCTION/BACKGROUND INFORMATION:

The Hershel “Woody” Williams VA Medical Center (VAMC) in Huntington, WV has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site assessment, disposal, infection control, cleaning, sanitization, storage, patient training/instruction in-the-use of Government-owned Durable Medical Equipment (DME), delivery service of DME and supplies to all beneficiaries serviced by Huntington VAMC and its associated outpatient clinics and neighboring state.

Orders for the specified services will be placed by the Huntington VA 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:

Hershel “Woody” Williams VAMC: 1540 Spring Valley Drive, Huntington, WV 25704

Period of Performance: April 1, 2026 – March 31, 2031

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. 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. The service area will include the residence of any Veteran within the catchment and service area of the Huntington VAMC, regardless of where Veteran resides. Should a Veteran(s) be located within a zone that is not listed in Section 3 of this Performance Work Statement, the Government reserves the right to purchase the services from the contractor awarded the contract covering the zone in which that Veteran resides. The geographical boundaries have been detailed in Section 3.

Task 2.1 Performance Requirements: Response Times:

The contractor shall contact the Veteran for an appointment within one (1) calendar day of notification from the 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.

Orders not able to be completed within the stated timeframe ending on a weekend will be the contractor’s responsibility and will be paid for a standard trip, not an emergency trip.

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. Contractor will deliver DME when need is identified and approved by the COR.

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 troubleshooting with the Veteran or caregiver. The COR shall be notified of the emergency on the next business day. Emergency visit charges may be applied for visits that are stat, after hours, weekends or holidays.

Task 2.2 Performance Requirement: Standard of Care:

The contractor shall meet Joint Commission (JC) standards (the most current update) in the performance of this contract. The contractor shall be responsible for 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.tda.gov/default.htln, National Fire Protection Transportation (NFPA) https://www.nafpa.org, 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.” 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.

Task 2.3 Performance Requirement: Transition Period:

A 30 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 http://www.dot.gov/regulations.com http://www.tda.gov/default.htln https://www.nafpa.org/ http://www.osha.gov/ 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.

Task 2.4 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 2000 SQFT. The contractor shall be responsible for determining if additional square footage is required. 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:

(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 Extender

(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. This storage shall be provided separate and apart from all other contractor owned equipment and supplies.

c. The contractor's storage and repair facility shall be within 10 miles of the Huntington VAMC, 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) 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. 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 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.

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

h. 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 to the COR and all purchasing agents no later than close of business (COB) Friday of each week. The inventory list shall include all items issued to beneficiaries by beneficiary name, address, date of delivery and serial number, if applicable. The inventory shall separately list equipment that is ready for issue, equipment that requires repair, and equipment to be salvaged. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The contractor shall maintain an adequate bookkeeping system (approved by the COR) which shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility.

Task 2.5 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. 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.

Task 2.6 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. The Government may fax the request. The contractor shall be furnished the name, 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 its 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, 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. 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 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. 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 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 the 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.

Task 2.7 Performance Requirements: 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 JC 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 a demonstration of correct use and must observe a return demonstration from the Veteran/caregiver.

d. The contractor shall provide Veteran's rights/responsibilities package to Veteran/caregiver.

The top cover sheet shall be signed and returned with the applicable invoice.

Task 2.8 Performance Requirements: 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 (I I) Universal precautions (policy and procedures) including personal hygiene, precautions, aseptic techniques and communicable infections

(11) Safety and occupational health proceedings

(12) Electrical safety process

(13) 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, Veteran lifts, specialty mattresses, etc.

e. The contractor shall provide an Emergency Preparedness Plan to prevent interruption of services. A file copy of the above shall be provided to the COR.

Task 2.9 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

Task 2.10 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. 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.

c. 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.

d. 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.

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

f. Certifications of training shall be retained in the contractor's local office from which services are provided.

g. 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 VAMC.

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.

The tag shall indicate the name of the Veteran to whom item was issued, date tagged, that the equipment has been checked for unsafe conditions and function. Clean/disinfected equipment will be covered while in storage (i.e. plastic) to protect from dust accumulation, etc.

k. All items of DME not in the manufacturer's carton shall be placed in plastic bags to maintain a "contamination free" condition. All items of DME being delivered to beneficiaries' homes shall be kept in plastic bags until they are delivered to the Veteran's home.

l. In the event the Veteran has expired, the Contractor shall notify the COR before close of business on the next working day. The VAMC will adhere to the same timeframe should the VAMC be advised first. The Contractor shall be informed of the same as the VAMC is advised. If a Veteran expires, the contractor shall pick up items specified by the COR within three (3) working days or at the instruction of the family, if later than three (3) working days.

The contractor is required to provide close coordination with the deceased Veteran's family for these pick-ups. The contractor shall at his or her facility, clean and inspect these previously issued items and make an initial determination whether the item can be reused, if repairs are needed or if the item is not reusable. Items that are deemed not reusable shall be held pending inspection and disposition instructions from the COR. Reusable items shall be cleaned, disinfected, repaired per COR instruction and provided the same training and care as a delivered piece of equipment.

m. The Contractor shall provide written, daily, monthly, quarterly, and annual reports.

Completed sales orders, performance reports, patient satisfaction reports, and quality management are among the required documents. The Contractor shall meet all Joint Commission Standards of equivalent accreditation for improving organizational performance. The Joint Commission standards may be accesses at www.jointcommission.org.

Task 2.11 Performance Requirement: Quality Improvement:

a. Prior to final award continuous quality improvement monitors (CQI) shall be established and available for review by the VA. Veteran satisfaction and Veteran education/safe home environment shall be CQI monitors. CQI monitors shall be assessed on a quarterly basis and forwarded to the COR at that time. Results shall be forwarded quarterly.

b. The contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and appropriateness of Veteran care, resolve identified problems, and pursue opportunities to improve Veteran care. The contractor shall provide a quarterly report of all findings, corrective actions, improvements, and Veteran outcomes to the COR.

c. The contractor shall collect data about the Veterans' and families' needs and expectations and staff views of current performance and opportunities for improvement and assess and improve requirements. Important processes and outcomes are measured on a continuing basis.

d. The contractor shall make a written report of all inquiries, complaints, or requests received from Veterans/caregivers and furnish a copy to the COR. The written report shall contain at a minimum the nature of the inquiry/complaint/request, the person initiating the contact, the contractor's decision/action, basis for the decision, and the outcome. The report shall be signed by the contractor's employee receiving the initial contact and the contractor's official who reviewed it for appropriate action, disposition, etc.

http://www.jointcommission.org/

e. The contractor shall comply with all provisions of the privacy act when performing services under this contract.

f. The contractor shall conduct Veteran Satisfaction Surveys on a minimum of 5% or 30 individuals, whichever is greater, of contract Veterans on a quarterly basis. The results shall be submitted to the COR quarterly.

Task 2.12 Performance Requirement: Site Visits:

a. The contractor shall permit unannounced on-site visits by VA personnel and JC surveyors accompanied by VA personnel to assess contracted services, i.e. adequacy, compliance with contract requirements, record keeping, etc. A written report of deficiencies as determined by the COR along with any recommendations, shall be submitted immediately to the contractor.

b. If recertification of the equipment is required in order for the Veteran to operate the equipment safely the contractor shall be notified by the COR. The contractor shall schedule an appointment with the Veteran for recertification of the equipment at the Veteran’s home.

Task 2.13 Performance Requirement: Equipment Safety Checks and Troubleshooting:

a. Basic safety checks performed on all equipment with appropriate resources for problem solving and troubleshooting. The contractor shall provide a written checklist of safety information and assure that manufacturer's instructions are incorporated into the checklist for safe and appropriate use of the equipment in the beneficiary's home, and access to supervisory input and manufacturer's written materials.

b. All accidents, malfunctions, injuries, deaths, and equipment recalls related to the provision, delivery, and use of DME shall be immediately reported to the COR and to the manufacturer of the equipment within twenty four hours after the contractor is informed of any incident. If the contractor receives notification from the COR of the above, the contractor shall investigate the incident at the Veterans' home and provide a written report of findings to the COR within twenty-four hours.

c. When a physician order is required, evidence in the form of a written signed physician order shall be obtained, and a demonstration that the equipment/supplies are provided according to physician order(s).

Task 2.14 Performance Requirement: Repairs:

a. Repair service is defined as the parts, labor, and material to restore to first class operating condition. Travel costs shall be included under the trip charges.

b. The contractor shall guarantee all materials and workmanship for a period of ninety (90) calendar days from the date of the repair or reissue.

c. The contractor is required to use new parts for repair; contractor shall not use used/salvaged parts for repair. The VA will be responsible for supplying parts.

d. Repairs require per-approval from the COR. The repair rate will be the same as the delivery rate specified in the cost schedule. Any additional time less than a full hour shall be prorated in one-fourth increments. Labor charges will be computed from the time work commences until work is completed, regardless of whether the work is performed at the contractor's site or at the beneficiary's residence.

e. If equipment is in need of repairs before it can be reissued, the contractor agrees to submit an estimate of charges to the COR within three (3) working days. Repair estimates shall include the name and the Veteran from whom the items were picked up.

f. The contractor shall make incidental repairs which will be included in the hourly cost.

Incidental repair refers to any repair that costs less than $40.00. If a major repair is required as specified by the COR, a separate purchase order shall be issued after approval of the repair for major parts. However, the VA reserves the right to make the repairs or order the repairs from a separate source. Do not proceed with repairs of major parts without a separate purchase order number.

g. The equipment and/or accessories are to be placed in first class condition suitable for reissue within five (5) calendar days after date of pick-up, or when parts are involved, within a time mutually acceptable with the COR.