36C24623Q0914.docx

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

THE CONTRACTOR SHALL PROVIDE DURABLE MEDICAL EQUIPMENT DELIVERY

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)

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

36C24623Q0914 07-21-2023 David Smith, Contracting Specialist 757-728-7156 08-18-2023 4pm

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 621610 $19 Million N/A X Department of Veterans Affairs Veteran Integrated Services Network 6 (See PWS)

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 512-460-5049 512-460-5221 See CONTINUATION Page

SERVICES IN ACCORDANCE WITH THE ATTACHED PWS FOR THE FOLLOWING

VISN 6 AREAS:

Location A (Asheville, NC) and 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 Mario L. Santiago Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Name: _____________________________________________

Address: _____________________________________________

City/State/Zip: _____________________________________________

Point of Contact (name): _____________________________________________

Telephone Number: __________________________________________

Fax Number: _____________________________________________

Email Address: _____________________________________________

TAX ID Number: _____________________________________________

SAMS UEI NUMBER: _____________________________________________

b. GOVERNMENT: Contracting Officer 36C246 Mario L. Santiago 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: 52.232-33, Payment by Electronic Funds Transfer—System For Award Management

3. INVOICES: Invoices shall be submitted in arrears: Monthly

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. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the period of performance of this acquisition. Current Invoicing information is located at: http://www.fsc.va.gov/einvoice.asp.

All invoices shall include the following:

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

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

36C24623Q0914

7. POST-AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes.

8. SYSTEM FOR AWARD MANAGEMENT: Federal Acquisition Regulation requires contractor registration in the System for Award Management (SAM) database prior to the award of a contract. Offerors and Contractors may obtain information on registration and annual confirmation requirements via the internet at https://www.sam.gov/portal/public/SAM/.

B.2 PERFORMANCE WORK STATEMENT

VISN 6 DURABLE MEDICAL EQUIPMENT (DME) Delivery Services

1. Section 1- Introduction / Background Information Intent VISN 6 has a need for DME delivery services to beneficiaries in Virginia, North Carolina, West Virginia, Tennessee, and South Carolina and rare services may be required in Maryland or Georgia. The Contractor shall be responsible for providing Government-Supplied Durable Medical Equipment (DME) pickup, setup, installation, disassembly, repair, 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. 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 the contract for the duration of the performance period.

2. Term of the Contract: The contract is effective one (1) year from date of Award with four (4) one (1) year options to exercise at the Government’s discretion. 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)/Ordering Officers.

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

Contractor NEEDS TO MEET OR EXCEED JOINT COMMISSION 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 VA prescribed government-owned equipment, and resolutions of problems related to equipment or patient care are under the direction of the COR or designee. Not to include specialty items that include direct shipping and/or delivery through specialty vendor.

The Contractor has responsibility for providing storage, tools, materials, training, delivery, set-up, repair, in-house instruction, minor installation (such as grab bars) and/or pick-up of government-owned items and equipment for beneficiaries of the VISN 06 geographic area, under the timelines specified. Contractor will contact patient to arrange for delivery of equipment. Service shall consist of either taking the item from the Contractor’s storage facility and delivering it to the beneficiary or picking up the item at the VAMC or CBOC with subsequent delivery to the beneficiary’s home. Delivery/pickup will be accomplished under the timelines specified to include emergency situations. The contractor may need to pick up items from the VA to be delivered to veterans’ residence. There will be no additional charge for picking up items from the VA. Delivered items may include stock items or patient specific DME items that may require assembly. The contractor will make one delivery per week from the warehouse to the VA or CBOC at no charge to the VA (delivery day to be determined by the COR or designee and may fluctuate).

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, patients’ 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. CORs 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. Base of operations (warehouse) and satellites (if any) shall be in each Zone to service all areas of the respective Medical Center. If the Offeror does not currently have a warehouse or required satellites in each Zone, a comprehensive plan for the acquisition of resources e.g. space, equipment, personnel, etc. must be provided. The COR reserves the right to inspect the property prior to award for conformance to the PWS specifications. 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. 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 incumbent Contractor and the newly awarded 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: Specific Tasks All issuing and follow-up care provided under this contract shall be provided in accordance with all current Joint Commission standards. 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 VISN 6 Veteran beneficiaries, a transition period from October 1, 2023 through November 30, 2023 will be established to obtain warehouse space, hire personnel, inventory and transfer equipment and transfer Beneficiary information. Contract awardee(s) 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(s).

The offeror shall submit with the quote 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 quote 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 each of the designated areas they propose for 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 October 01, 2023 to September 30, 2024, with four (4) one (1) year options to be exercised at the Government’s discretion.

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 thirty (30) 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

10. SECTION 3: PERFORMANCE REQUIREMENTS

a. 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 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.

Contractor shall maintain a daily log of orders received and shall fax or secure email this log to the respective 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.

b. Performance Requirement: Delivery Equipment/supplies covered under this contract include, but not limited to, any 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. Minor installation may include wall or floor mounting of hand or support rails in VA beneficiaries or VA beneficiary care givers homes (e.g. bathrooms and/or corridors).

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 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.

c. Performance Requirements: Pickup The Contractor shall make all equipment 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 vendor. 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.

d. Performance Requirement: Delivery Charges Delivery charges under this contract shall be based on a flat rate zone charge with the zones radiating out from each VAMC Facility in VISN 6.

The Zones are based on the counties surrounding each 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 any VAMC Facility in VISN 6; 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.

e. 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.

f. 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.

g. 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.

h. Performance Requirement: Manual and Reports 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 the 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.

11. 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 quote, 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.

12. 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.

13. 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 VA Medical Center placing the order. Invoices shall be sent by mail, fax or PKI secured email to the ordering facility. Delivery shall be made to the appropriate location specified in the order. Contractor shall provide a single source entry system/office for VA facilities to submit delivery orders

14. 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.

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

16. CONTRACTOR SECURITY REQUIREMENTS:

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE:

16.1 GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Contractor must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to ensure appropriate security controls are in place.

http://www.iprm.oit.va.gov/docs/VA_Handbook_6500_6_Contract_Security_030210_Final.pdf

16.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS:

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and technicians only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

16.3 VA INFORMATION CUSTODIAL LANGUAGE:

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.

b. VA information should not be co-mingled, if possible, with any other data on the Contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies.