36C24618R0194-012.docx

36C24618R0194 (Durable Medical Equipment (DME) 2018

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24618R0194 01-9-2018 Katie Lavely 757-315-3963 02-23-2018 2:00 pm EDT Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 621610 $15 Million X N/A X Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 See CONTINUATION Page

THE CONTRACTOR SHALL PROVIDE DME SERVICES IN ACCORDANCE WITH

THE ATTACHED PWS FOR THE FOLLOWING VISN 6 AREAS:

Location A (Asheville, NC) & Location B (Salisbury, NC) Location C (Durham, NC) and Location D (Fayetteville, NC) Location E (Richmond, VA) and Location F (Hampton, VA) Location G (Salem, VA) See CONTINUATION Page X X Marchelle Peyton Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971

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

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SCHEDULE OF SUPPLIES/SERVICE

Contractor shall only be paid for actual orders received. The resulting contract(s) will be a Firm Fixed-Price Requirements Type contract. Estimated quantities are provided; however, the government is not obligated nor is the contractor guaranteed to be issued orders totaling the estimated quantities.

The guaranteed minimum contract amount is $5,000.00 and the maximum contract amount shall not exceed the total contract amount for the base year plus all option years exercised.

Offerors may submit a proposal for one, two, three or all four of the VISN 6 Areas noted below. However, to be eligible for award the offerors proposal must include pricing for all Contract Line Items (CLINs) for the base year and all option years for those VISN 6 Areas.

· Area #1 = Location A (Asheville, NC) and Location B (Salisbury, NC)

· Area #2 = Location C (Durham, NC) and Location D (Fayetteville, NC)

· Area #3 = Location E (Richmond, VA) and Location F (Hampton, VA)

· Area #4 = Location G (Salem, VA)

Note: CLINs 0003, 1003, 2003, 3003 and 4003 will be used for any Delivery/Pick-up/Repair Outside the zones listed - one way. Cost will be calculated in accordance with the Joint Travel Regulations at the time the services are performed.

To ensure uninterrupted timely delivery of DME services to VISN 6 Veteran beneficiaries, a transition period from 4 December ebruary 28, 20 2018 through 28 February 2019 will be established to obtain warehouse space, hire personnel, inventory equipment and eneficiary infor Beneficiary information. Contract awardee(s) will be required to work with the incumbent contractor during this period to nsure a smooth insure an orderly transition from the current contract to the new contract(s).

BASE YEAR

28 Feb 2019 through 30 Sep 2019

AREA # 1 (LOCATIONS A & B)

ASHEVILLE BASE YEAR COST

SALISBURY BASE YEAR COST

AREA # 1 (ASHEVILLE & SALISBURY) BASE YEAR TOTAL COST

AREA # 2 (LOCATIONS C & D)

DURHAM BASE YEAR COST

FAYETTEVILLE BASE YEAR COST

AREA # 2 (DURHAM & FAYETTEVILLE) BASE YEAR TOTAL COST

AREA # 3 (LOCATIONS E & F)

RICHMOND BASE YEAR COST

HAMPTON BASE YEAR COST

AREA # 3 (RICHMOND & HAMPTION) BASE YEAR TOTAL COST

AREA # 4 (LOCATION G)

AREA # 4 (SALEM) BASE YEAR TOTAL COST

OPTION YEAR 1

1 Oct 2019 through 30 Sep 2020

ASHEVILLE OPTION YEAR 1 COST

SALISBURY OPTION YEAR 1 COST

AREA # 1 (ASHEVILLE & SALISBURY) OPTION YEAR 1 COST

DURHAM OPTION YEAR 1 COST

FAYETTEVILLE OPTION YEAR 1 COST

AREA #2 (DURHAM & FAYETTEVILLE) OPTION YEAR 1 TOTAL COST

RICHMOND OPTION YEAR 1 COST

HAMPTON OPTION YEAR 1 COST

AREA # 3 (RICHMOND & HAMPTION) OPTION YEAR 1 TOTAL COST

AREA # 4 (SALEM) OPTION YEAR 1 TOTAL COST

OPTION YEAR 2

1 Oct 2020 through 30 Sep 2021

ASHEVILLE OPTION YEAR 2 COST

SALISBURY OPTION YEAR 2 COST

AREA # 1 (ASHEVILLE & SALISBURY) OPTION YEAR 2 TOTAL COST

DURHAM OPTION YEAR 2 COST

FAYETTEVILLE OPTION YEAR 2 COST

AREA #2 (DURHAM & FAYETTEVILLE) OPTION YEAR 2 TOTAL COST

RICHMOND OPTION YEAR 2 COST

HAMPTON OPTION YEAR 2 COST

AREA # 3 (RICHMOND & HAMPTION) OPTION YEAR 2 TOTAL COST

AREA # 4 (SALEM) OPTION YEAR 2 TOTAL COST

OPTION YEAR 3

1 Oct 2021 through 30 Sep 2022

AREA # 1 (LOCATIONS A & B) OPTION YEAR 3

ASHEVILLE OPTION YEAR 3 COST

SALISBURY OPTION YEAR 3 COST

AREA # 1 (ASHEVILLE & SALISBURY) OPTION YEAR 3 TOTAL COST

DURHAM OPTION YEAR 3 COST

FAYETTEVILLE OPTION YEAR 3 COST

AREA #2 (DURHAM & FAYETTEVILLE) OPTION YEAR 3 TOTAL COST

RICHMOND OPTION YEAR 3 COST

HAMPTON OPTION YEAR 3 COST

AREA # 3 (RICHMOND & HAMPTION) OPTION YEAR 3 TOTAL COST

AREA # 4 (SALEM) OPTION YEAR 3 TOTAL COST

OPTION YEAR 4

1 Oct 2022 through 30 Sep 2023

ASHEVILLE OPTION YEAR 4 COST

SALISBURY OPTION YEAR 4 COST

AREA #1 (ASHEVILLE & SALISBURY) OPTION YEAR 4 TOTAL COST

DURHAM OPTION YEAR 4 COST

FAYETTEVILLE OPTION YEAR 4 COST

AREA #2 (DURHAM & FAYETTEVILLE) OPTION YEAR 4 TOTAL COST

RICHMOND OPTION YEAR 4 COST

HAMPTON OPTION YEAR 4 COST

AREA # 3 (RICHMOND & HAMPTION) OPTION YEAR 4 TOTAL COST

AREA # 4 (SALEM) OPTION YEAR 4 TOTAL COST

36C24618R0194 (Durable Medical Equipment (DME) 2018

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B.4 PERFORMANCE WORK STATEMENT

SCOPE OF CONTRACT AND PERFORMANCE WORK STATEMENT

VISN 6 DURABLE MEDICAL EQUIPMENT

1. Section 1- Introduction / Background Information Intent VISN 6 has a need for DME services to beneficiaries in Virginia, North Carolina, and West Virginia and rare services may be required in Maryland, Tennessee, South Carolina, or Georgia. 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 VISN 6. 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 each 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 will be effective from date of Award through September 30, 2019 with four (4) one year option periods. 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. COR’s or designees’ will provide copies to the contractor within 5-work days 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 each respective Medical Center within their designated Zone. If services are provided from another facility or other storage locations, approval is required by the COR or designee.

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.

Contractor shall provide storage for VA beneficiary equipment/supplies. The storage space requirement for each 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 vendor 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.