36C24722R0105 - VISN7 HME - SB set-aside.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

Payment via 1358

36C24722R0105 10/4/2022

Nochelle Wilson 803-695-3801

15:00 EDT

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Office

501 Green Street

Hatcher Building - Suite 2

Augusta GA 30901

X 100

X

621610

$16.5 Million

Net 30

N/A

X

36C247

VISN7 - see PWS for locations.

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Office

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Provide VA Prescribed Government-owned HME to patients of the

Department of Veterans Affairs at their residences.

Services as described in the Performance Work Statement for

VISN 7 VA Medical Center Locations.

The offeror is responsible for downloading the applicable Wage Determination by accessing the following site: https://sam.gov/content/wage-determinations

This is a five-year contract with five one year pricing periods. Total contract performance:

01/01/2023 – 12/31/2027

See CONTINUATION Page

X X

X 1

Chaz Bowling

Contracting Officer https://sam.gov/content/wage-determinations

36C24722R0105

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMACE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.2 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 28

C.3 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.4 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.5 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.6 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

C.10 52.216-18 ORDERING (AUG 2020)

C.11 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.13 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2022)

C.16 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (SEP 2021)

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

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2022)

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: TBD

b. GOVERNMENT: Contracting Officer: 36C247 Chaz Bowling

Department of Veterans Affairs

VISN 7 Network Contracting Office

Hatcher Building – Suite 2

501 Greene Street

Augusta GA 30901

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

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly 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.

FMS-VA-2(101)

Electronic Submission to:

http://www.fsc.vs.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PERFORMACE WORK STATEMENT

A. GENERAL REQUIRMENTS

Home Medical Equipment (HME) – The purpose of this requirement is to provide VA prescribed government-owned HME to patients of the Department of Veterans Affairs at their residences. The contractor shall furnish all necessary labor, materials, tools, supervision, training, and equipment to assemble, deliver, pick-up, clean, repair, and store HME equipment to include patient education.

Please note: The Certification & Accreditation (C&A) requirements do not apply, and a Security

Accreditation Package is not required.

Award of Contract: Contractor shall provide storage, tools, materials, training, delivery, set-up, repair, in-house instruction, and/or pick-up of government-owned items and equipment for beneficiaries of the

VISN 07 geographic area. The geographic area is comprised of, but not limited to, the following: Atlanta

VAMC, 1670 Clairmont Road, Decatur, GA 30033, Augusta VAMC, 1 Freedom Way Uptown, Augusta, GA 30904, Birmingham VAMC, 700 South 19th Street, Birmingham, AL 35233, CAVHCS, 215 Perry

Hill Rd, Montgomery, AL 36109, Charleston VAMC, 109 Bee Street, Charleston, SC 29401, Columbia

VAMC, 6439 Garners Ferry Rd, Columbia, SC 29209, Dublin VAMC, 1826 Veterans Blvd, Dublin, GA

31021, Tuscaloosa VAMC, 3701 Loop Rd. East, Tuscaloosa, AL 35404. One award (all of VISN 07) shall be made to the contractor whose offer meets or exceeds the JOINT COMMISSION accreditation standards and all standards in the most current volume of the Accreditation Manual for Home Care; all of the Governments requirements; and represents the best value to the Government considering price and technical factors. The contract will result in a firm-fixed-price requirements contract for a five-year ordering period. The contractor shall maintain accreditation throughout the term of this contract.

1. From time-to-time, the number of veterans being served by this agreement will change.

VISN 07 currently serves estimated 9,674 HME-using patients. The volumes or amounts shown in the solicitation are estimates only and impose no obligation on the VA, except for the guaranteed minimum as specified elsewhere in the Solicitation. The contract shall be for the actual requirements of the VA as ordered by the VA during the life of the contract. The Contracting Officers Representative (COR) or designee will provide the contractor with notification to initiate individual beneficiary service requirements, equipment, supplies, and services to be provided including date and place of delivery, the contractor will confirm receipt of the request within two working hours of notification;

the COR or designee will also provide notification when VA-owned equipment is provided; the COR or designee will also provide notification of VA initiated discontinuance of service. The notification may be made orally.

2. All issuing and follow-up care provided under this contract shall be provided in accordance with all current JOINT COMMISSION standards with compliance to all current National Patient Safety Goals. Contractor NEEDS TO MEET OR EXCEED

JOINT COMMISSION STANDARDS and must perform the requirements of this contract according to JOINT COMMISSION standards. Subcontractors must follow

JOINT COMMISSION standards and will be monitored by the contractor for compliance. COR or designee will be notified if subcontractor is utilized.

3. The contractor shall treat all veterans with compassion, dignity and respect while adhering to patient confidentiality in the performance of this contract that is consistent with the VA Mission Statement. It is of the utmost importance that the highest level of professionalism be demonstrated when veteran/caregiver contact is made. Veterans served by this contract have significant physical disabilities and/or chronic illnesses, which influence their lifestyle and behavior. The service by the contractor must clearly show a commitment to courtesy and concern to the veteran by all personnel concerned in the furnishing of services as specified under the terms of this contract. The contractor must incorporate age specific competencies in all employees’ job descriptions that come in contact with any veteran/caregiver affected by this contract.

4. Copies of all training, quality, contingency, and procedure manuals (to include DNR policies) shall be submitted to the government within 30 days after contract award.

5. The contractor and their representatives shall neither directly nor indirectly make recommendations/comments to patients with respect to the services being provided to the

VA under this contract. The contractor shall refrain from discussing decisions to repair/replace items of equipment or any services not specifically delineated in this contract to patients. Any concerns raised by the patient/caregiver outside the scope of this contract regarding services provided shall be addressed to the appropriate Prosthetics

COR or designee for resolution.

6. 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) shall ask permission to enter the home. All costs associated with obtaining cards/badges are the contractor’s responsibility.

7. Only the Contracting Officer (CO) and the COR or designee has authority to initiate or discontinue individual patient services under this contract. Upon notice of termination of services, the contractor shall remove all equipment from the veteran’s home as stated in the specifications. All billings shall cease at the time the order was sent and shall be prorated for the period of time actually used.

8. Periodic, unscheduled on-site contractor visits will be made by COR or designee to monitor the contractor’s performance under this contract. The contractor agrees to make available all records and documentation necessary during the visits. The COR or designee will perform (2) unannounced contractor visits each calendar year to inspect the contractor’s facility and review records to ascertain the contractor’s compliance with the performance requirements of this contract. A written report of each inspection shall be submitted to the contractor within (7) seven working days of the completed inspection.

The contractor will have (7) seven working days after the receipt of the VA report to respond to any discrepancies in the report.

9. VISN 07 hours of operation at all facilities are 8:00 a.m. to 4:30 p.m.

10. Hours of Service: This is a full service contract, seven (7) days per week, 24 hours per day, including Federal holidays. The majority of the requests for service shall be between the hours of 8:00 a.m. until 4:30 p.m., Monday through Friday. The contractor shall provide the VISN 07 VA Medical Center with a method of contacting him/her 24 hours per day. Contractor shall make arrangements with individual veterans regarding time and place of delivery that are acceptable to the veteran. An adhesive label (furnished by the

VA Prosthetic and Sensory Aids Service) with the VA Prosthetic and Sensory Aids

Service name and telephone number will be placed on the equipment in an obvious location so that the patient and/or caregiver will know where to call to report malfunctions.

11. The contractor shall accept fax orders and shall have a fax line independent from his regular established telephone lines. The facility shall include telephone, encrypted email, and electronic fax transmission. The fax and phone lines shall be located at the local branch. Central intake facilities utilized for receiving/processing orders are not authorized.

12. The contractor will utilize PKI encryption technology when emailing patient sensitive information to and from the VA.

B. DELIVERY, SET-UP, AND PATIENT EDUCATION

1. The Contractor agrees to deliver, setup, assemble, adjust, and instruct the patients and/or caregivers in the use and care of the equipment. Wheelchair comfort fittings/adjustments require the patient to be in the wheelchair. The Contractor will provide instructions to the patient and/or caregiver in the safe and appropriate use of the medical equipment being supplied, including basic home safety, storage and handling of the involved equipment, required maintenance, electrical safety, etc. Instructions as to whom to call in the event of an emergency will also be provided. The Contractor shall provide a safety/emergency checklist to be completed, then signed by the veteran or his/her caregiver and retained in the beneficiary account folder. Deliveries will not be left unattended at the beneficiary’s home.

2. The Contractor shall maintain a telephone number for emergency purposes so that the

VA may contact the Contractor outside of normal business hours, advise the VA of that number, and be prepared to provide services on an emergency basis. Contractor shall respond by telephone within two (2) hours after receipt of an emergency call. It is anticipated that these emergency calls would be very infrequent.

3. Contractor will provide copies of the pertinent literature concerning those items with significant safety hazards, such as suction machines, etc. A copy of the owner’s manual will be provided to the veteran/caregiver for all delivered equipment. Instruction to the patient/caregiver will include a demonstration of correct use and observing a return demonstration by the patient/caregiver. Documentation of this instruction/demonstration will be available to PSAS upon request and must be sign by the patient or caregiver acknowledging that he/she has received this instruction/demonstration.

4. 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 within two (2) workdays of the PO (except for emergency situations when time of delivery shall not exceed 4 hours). 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 HME 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).

5. If concerns or questions of the patient’s/caregiver’s ability to safely operate the equipment arise within 90 days of delivery; re-education will be done at no cost to the

VA. Re-education may, in most cases, require a return visit to the Veteran’s residence.

6. Contractor is responsible to provide the patient/caregiver with the document “Rights and

Responsibilities” and a signed receipt from the patient/caregiver indicating that he/she has received the document.

7. If the contractor is unable to contact the patient/caregiver due to an invalid phone number, the contractor personnel should contact the appropriate COR or designee for further instructions within 24 hours. If direct contact has not been made with patient within two (2) business days, the contractor will send a letter to the patient. If no contact has been made with the patient within ten (10) business days, the contractor will notify the COR or designee for further instructions.

8. The contractor shall be responsible for contacting the veteran to schedule a time that is convenient for the veteran/caregiver to accomplish required service. Should the contractor be unable to keep scheduled appointments for service, the patient shall be advised at least two (2) hours prior to the appointment time. If arrangements for deliveries could not be accomplished with the two (2) working day time frame, other than at the patient’s request, the COR or designee shall be notified in writing via email or fax.

9. Refusal of service - All beneficiaries have the right of refusal of service. In the event a beneficiary refuses service or orders the equipment to be removed from the home, the

Contractor shall comply with the beneficiary’s wishes, however in addition to a written report; the Contractor shall report the specifics of the refusal to the COR or designee by telephone or email within same day. If the refusal occurs during a home visit, the

Contractor’s staff shall make an attempt to notify the COR or designee of the refusal during the home visit.

10. All reissued HME equipment delivered shall be cleaned/sanitized/disinfected by approved methods and shall be in first-class operating condition in accordance with the manufacturer's recommendations. In the event that a piece of unserviceable HME equipment is delivered or the delivery is incomplete as determined by the COR or designee, (i.e., all components not delivered) subsequent trips shall be made without additional cost to the government. Subsequent trips must be made within 1 day of the

COR or designee’s incomplete determination. In all cases when a bed is to be reissued, a new mattress and mattress cover will be provided to the contractor by the VA Medical

Center except Group 2 & 3 specialty mattresses. The Contractor shall not re-issue or distribute used mattress covers to veteran beneficiaries.

11. In the event of a natural disaster or emergency and the contractor is unable to deliver

HME supplies and equipment the patients shall be instructed that if such an emergency should occur, the Contractor works with another local home medical equipment provider that will assist them. The contractor will provide point of contact information to the patient or caregiver for this provider for help or to get to the nearest health care facility until services can be resumed.

C. GEOGRAPHICAL SERVICE AREA

Catchment Areas and Zone Description:

Zones 1, 2, and 3 are identified by county for each of the VA facilities. These zones are identified to allow variance in pricing based upon distance from the VA Medical Center. For counties outside the catchment area the pricing for zone 3 shall be used in conjunction with the additional mileage fee proposed and accepted under this contract.

Atlanta, GA catchment area:

Counties in Zone 1: Banks, Barrow, Bartow, Butts, Carroll, Chattanooga, Cherokee, Clark, Clayton, Cobb, Coweta, DeKalb, Douglas, Fayette, Floyd, Forsyth, Fulton, Gordon, Gwinnett, Hall, Haralson, Harris, Hart, Heard, Henry, Jackson, Lamar, Madison, Meriwether, Morgan, Newton, Oconee, Spalding, Pike, Polk, Rockdale, Stephens, Talbot, Upson and

Walton, GA

Counties in Zone 2: Catoosa, Columbia, Dade, Dawson, Elbert, Fannin, Gilmer, Habersham, Lincoln, McDuffie, Oglethorpe, Pickens, Rabun, Towns, Troup, Union, Walker, White, Whitfield, Wilkes, and Jasper GA

Counties in Zone 3: Green, Taliaferro, Warren, Hancock and Putnam, GA.

Columbia, SC catchment area:

Counties in Zone 1: Lexington and Richland SC

Counties in Zone 2: York, SC; Union, SC; Chester, SC; Lancaster, SC; Kershaw, SC:

Fairfield, SC; Newberry, SC; Saluda, SC, Edgefield, SC; Aiken, SC; Barnwell, SC;

Orangeburg, SC;

Calhoun, SC, Sun1ter, SC and Lee, SC

Counties in Zone 3: Cherokee, SC: Spartanburg, SC, Laurens, SC; Greenville, SC; Pickens, SC; Oconee, SC; Anderson, SC; Abbeville, SC; Spartanburg, SC; Greenwood, SC;

McCormick, SC; Bamberg, SC: Allendale, SC: Hampton, SC; Beaufort, SC; Dorchester, SC;

Clarendon, SC;

Williamsburg, SC; Georgetown, SC; Horry, SC; Florence, SC; Marion, SC; Dillon, SC;

Darlington, SC; Marlboro, SC; Chesterfield, SC; Union City, NC and Henderson, NC

Augusta, GA catchment area:

Counties in Zone 1: Columbia, GA, Richmond, GA, Burke GA, Warren, GA; Jefferson, GA;

McDuffie, GA; Taliaferro, GA; Lincoln, GA; Washington, GA; Jenkins, GA; Hancock, GA;

Glascock, GA; Wilkes, GA: Aiken, SC; Edgefield, SC; McCormick, SC; Allendale, SC and

Barnwell, SC

Counties in Zone 2: Fannin, GA; Union, GA; Towns, GA; Lumpkin, GA; White, GA;

Habersham, GA, Hall, GA; Banks, GA; Stephens, GA; Franklin, GA; Hart, GA; Gwinnett, GA; Rockdale, GA; Barrow, GA; Jackson, GA; Barrow, GA; Jackson, GA; Clark, FA;

Madison, GA; Elbert, GA; Oconee, GA; Oglethorpe, GA; Walton, GA; Greene, GA; Morgan, GA; Newton, GA; Henry, GA; Spalding, GA; Butts, GA; Lamar, GA; Jasper, GA; Putnam, GA; Hancock, GA; Baldwin, GA; Jones, GA; Monroe, GA; Bibb, GA; Twiggs, GA;

Wilkinson, GA; Emanuel, GA; Johnson, GA; Laurens, GA; Bleckley, GA; Pulaski, GA;

Dodge, GA; Wilcox, GA; Ben Hill, GA; Telfair, GA, Montgomery, GA; Treutlen, GA;

Toombs, GA; Candler, GA; Bulloch, GA; Screven, GA; Effingham, GA; Bryan, GA;

Oconee, SC; Pickens, SC; Greenville, SC;

Spartanburg, SC; Anderson, SC; Laurens, SC; Union, SC; Chester, SC; Fairfield, SC;

Newberry, SC; Greenwood, SC; Abbeville, SC; Saluda, SC; Lexington, SC; Richland, SC;

Sumter, SC;

Calhoun, SC; Clarendon, SC; Orangeburg, SC; Bamberg, SC; Dorchester, SC; Colleton, SC;

Hampton, SC and Jasper, SC

Counties in Zone 3: Dade, GA; Walker, GA; Catoosa, GA; Whitfield, GA; Murray, GA;

Gilmer, GA; Dawson, GA; Pickens, GA; Gordon, GA; Chattooga, GA; Floyd, GA; Bartow, GA:

Cherokee, GA; Forsyth, GA; Cobb, GA; Paulding, GA; Polk, GA; Haralson, GA; Carroll, GA; Douglas, GA' Fulton, GA; DeKalb, GA; Clayton, GA; Fayette, GA; Coweta, GA, Heard, GA; Troup, GA; Meriwether, GA; Pike, GA; Upson, GA; Talbot, GA; Harris, GA;

Muscogee, GA; Taylor, GA; Crawford, GA; Peach, GA; Houston, GA; Macon, GA; Marion, GA; Schley, GA; Chattahoochee, GA; Stewart, GA; Webster, GA; Sumter, GA: Dooly, GA;

Turner, GA; Lee, GA; Terrell, GA; Randolph, GA; Quitman, GA; Clay, GA; Calhoun, GA;

D011gherty, GA; Worth, FA Tift, GA; Irwin, GA; Early, GA; Baker, GA; Miller, GA;

Mitchell, GA; Seminole, GA; Decatur, GA; Grady, GA; Thomas, GA; Colquitt, GA; Brooks, GA; Cook, GA; Berrien, GA; Lowndes, GA; Lanier, GA; Echols, GA; Clinch, GA; Atkinson, GA; Coffee, GA; Jeff Davis, GA; Appling, GA; Bacon, GA; Pierce, GA, Charleston, GA;

Brantley, GA; Wayne, GA; Long, GA;, Liberty, GA; McIntosh, GA; Glynn, GA; Camden, GA; York, SC; Lancaster, SC; Chesterfield, SC; Marlboro, SC; Darlington, SC; Kershaw, SC; Lee, SC; Florence, SC; Dillon, SC, Marion, SC; Horry, SC; Williamsburg, SC;

Georgetown, SC; Charleston, SC; and Berkeley, SC.

Dublin, GA catchment area:

Counties in Zone 1: Laurens, GA; Dodge, GA; Wheeler, GA; Treutlen, GA; Johnson, GA;

Bleckley, GA; Montgomery, GA; Wilkinson, GA; Twiggs, GA; Baldwin, GA and Wilcox, GA

Counties in Zone 2: Emanuel, GA; Toombs, GA; Candler, GA; Appling, GA; Jeff Davis, GA; Evans, GA; Tattnall, GA; Wayne, GA; Putman, GA; Jones, GA; Jones, GA; Bibb, GA;

Monroe, GA: Crawford, GA; Peach, GA; Houston, GA and Pulaski, GA

Counties in Zone 3: Camden, GA; Glynn, GA; McIntosh, GA; Long, GA; Liberty, GA;

Chatham, GA; Bryan, GA; Effingham, GA, Bulloch, GA, Turner, GA; Ben, GA; Irwin, GA;

Tift, GA; Coffee, GA; Lowndes, GA; Lanier, GA; Echols, GA; Clinch, GA; Atkinson, GA;

Ware, GA; Charlton, GA; Pierce, GA; Brantley, GA; Clay, GA; Randolph, GA; Stewart, GA;

Quitman, GA; Chattahoochee, GA; Muscogee, GA, Harris, GA; Talbot, GA; Marion, GA;

Webster, GA; Sumter, GA; Schley, GA; Taylor, GA; Macon, GA, Dooly, GA and Crisp, GA.

Birmingham. AL catchment area:

Counties in Zone 1: Blount, AL; Cullman, AL; Jefferson, AL; Shelby, AL; St. Clair, AL and

Walker, AL

Counties in Zone 2: Calhoun, GA; Chilton, AL; Cherokee, AL; Colbert, AL, DeKalb, AL;

Etowah, AL; Frankl.in, AL; Jackson, AL; Lauderdale, AL; Limestone, AL; Madison, AL;

Marshall, AL, Morgan, AL Talladega, AL, and Winston AL

Counties in Zone 3: Autauga, AL; Baldwin, AL; Barbour, AL; Bibb, AL; Bullock, AL;

Butler, AL; Chambers, AL; Choctaw, AL; Clarke, AL; Coffee, AL; Conecuh, AL;

Covington, AL; Crenshaw, AL; Dale, AL; Dallas, AL; Elmore, AL; Escambia, AL; Fayette, AL; Geneva, AL; Green, AL: Henry, AL; Houston, AL; Lamar, AL; Lee, AL; Lowndes, AL;

Macon, AL; Marengo, AL; Marion, AL; Mobile, AL; Monroe, AL; Montgomery, AL; Perry, AL Pickens, AL; Pike, AL; Randolph, AL; Russell, AL; Sumter, AL; Tallapoosa, AL;

Washington, AL and Wilcox ,AL

Charleston, SC catchment area:

Counties in Zone 1: Charleston, SC; Berkeley, SC; Dorchester, SC and Colleton, SC

Counties in Zone 2: Horry, SC; Marion, SC; Georgetown, SC, Wi11iainsburg, SC;

Hampton, SC, Jasper, SC and Beaufort, SC

Counties in Zone 3: Wayne, GA, McIntosh, GA; Long, GA, Effingham, GA; Bryan, GA and

Liberty, GA.

CAVHCS (Montgomery, AL) catchment area:

Counties in Zone I: Montgomery, AL; Lowndes, AL; Elmore, AL; Autauga, AL;

Tuscaloosa, AL; Chilton, AL; Perry, AL; Dallas, AL; Wilcox, AL; Butler, AL; Crenshaw, AL; Covington, AL; Escambia, AL; Conecuh, AL; Monroe, AL; Santa Rosa, AL and

Okaloosa, AL

Counties in Zone 2: Tuskegee, AL; Chamber, AL; Lee, AL; Macon, AL; Bullock, AL;

Russell, AL; Pike, AL; Coffee, AL; Barbour, AL; Dale, AL; Henry, Ai; Houston, AL and

Geneva, AL

Counties in Zone 3: Columbus, GA, Troup, GA; Merriweather, GA, Pike, GA; Lamar, GA;

Upson, GA; Crawford, GA; Peach, GA; Houston, GA; Sumter, GA; Macon, GA; Taylor, GA;

Schley, GA; Talbot, GA; Harris, GA; Muscogee, GA; Marion, GA; Webster, GA; Stewart, GA and Chattahoochee, GA.

1. Deliveries and/or pick-ups will be billed at the price quoted in Schedule of the

Solicitation. When more than one delivery or pickup is made on the same trip to different destinations, the appropriate delivery charge for each destination will be charged. If more than one item is delivered to a prescribed destination on the same trip, only one charge will be made.

D. PROCEDURES FOR PLACING ORDERS AND RESPONSE TIME HOME MEDICAL

EQUIPMENT

1. Government owned HME equipment includes but is not limited to:

a) Any type/size hospital bed (electric or manual); mattress; rails

b) Trapeze assemblies

c) Patient lift

d) Wheelchairs (manual, electric, and specialty seating)

e) Bathroom safety equipment

f) Over bed tables

g) Portable ramps

h) Various types of pumps (IV, feeding, etc.)

i) Scooters

j) Various walking aids

2. PSAS will submit all requests for the delivery and/or pickup of government-owned HME via encrypted email or fax for the delivery of HME from the contractor. The contractor will email or fax a confirmation receipt of the request for all orders placed within two (2) working hours to ensure prompt service is delivered. Delivery of new/reissued, or pickups of HME, shall be made within two (2) working days or less. In special cases, deliveries of new/reclaimed, or pickup of home medical equipment, shall be required within four (4) hours. Every effort shall be made to confine deliveries and pickups to normal business hours. However, PSAS may place an order for immediate service;

therefore, the contractor may be called on to make deliveries at any time, twenty-four

(24) hours a day, seven days a week, including Federal Holidays.

3. Contractor shall deliver and set up new and reissued HME equipment and accessories within the patient’s residence in accordance with requirements of this contract.

Contractor will also provide and document patient education on use of the HME equipment and a signed receipt from the patient/caregiver indicating that he/she has received the education.

4. All patient eligibility shall be determined by the referring VA medical facility and referrals shall be generated and authorized by the individual VA Medical Facility.

5. All home medical equipment services/deliveries/repairs/pickups shall be provided under the specific orders of the purchase order.

6. Service shall be authorized by the VA only when it has been determined to be in the best interest of the Government. The COR or designee shall initiate trips for pickup and delivery by the contractor. While it shall be the policy of the VA to allow the contractor to plan trips and consolidate deliveries and pickups, the VA reserves the right to direct the contractor in scheduling trips and consolidating deliveries and pickups. It is understood some of these orders may be emergencies (special) requiring same day or one day delivery/pick up.

7. Delivery information: The Contractor will be responsible for verifying the address of the veteran and ensuring that he is home when the delivery is scheduled. The VA assumes no liability for additional trips required if the veteran is not at home when deliveries are attempted.

8. Proof of Delivery: Contractor will be required to provide proof of delivery on all direct deliveries. Acceptable proof of delivery will be the certification of documents/receipts signed by the beneficiary/caregiver.

E. SET-UP, PICK-UP, MODIFICATIONS, AND PATIENT EDUCATION

1. Contractor shall provide and document appropriate orientation programs for all contractor employees involved in the delivery/recovery of HME, e.g., safety and equipment management appropriate to the service provided, electrical requirements, back-up system, equipment safety checks, troubleshooting, equipment setup, infection control procedures, patient confidentiality, handling emergencies, etc. In addition, contractor shall perform in home training and assessments for veteran beneficiary and/or caregiver and a signed receipt from the patient/caregiver indicating that he/she has received the training and assessments, in accordance with Joint Commission regulations.

a) The Contractor shall have established written procedures to deliver, recover, receive, clean and when appropriate, sterilize reusable items. Such procedures shall address the separation of clean and unclean equipment in the storage, delivery and recovery of HME items. All equipment shall be labeled or tagged and dated to document such procedures.

b) Contract prices for each item includes delivery, set-ups, modifications and patient education to the veteran and/or caregiver in the use and care of the equipment. At the time of delivery a ground safety check will be performed on all outlets being utilized for HME equipment. This safety check will be documented on the VA’s Equipment

Delivery Checklist for VA owned HME equipment. All equipment shall be set-up in the area of the patient’s preference, if safety permits.

c) Contractor shall relay to the patient on behalf of the VA that any identified ungrounded/unsafe outlets are the responsibility of the patient to correct. The VA shall not be responsible or liable for any unsafe electrical condition caused by the contractor or veteran. Contractor shall be responsible for identifying safety hazards and clearly documenting them on the patient education training form.

d) Set-up, Assembly, Adjustment, and Instructions. The Contractor shall setup, assemble, adjust, and instruct the patient and/or caregiver in the use and care of the equipment. Contractor shall provide instructions to the patient and/or caregiver in the safe and appropriate use of medical equipment being supplied, including basic home safety inspection of the premises. Contractor will also inform patient of rules of ownership for HME.

e) The equipment shall be setup in the area of the patient’s preference, if safety permits.

Contractor shall adequately prepare the site in the patient’s home, and shall unpack and assemble equipment, in a condition to be used. All packing materials are to be removed by the Contractor from the beneficiary’s home at no additional cost to the

Government

2. The contractor’s personnel setting up and assembling any equipment shall make adequate site preparation of the home equipment:

a) Unpack and assemble equipment in a condition to be used to include removal of all packaging material from patient’s residence;

b) Instruct the patient and/or caregiver in the correct use, care/handling, cleaning and maintenance of equipment, including a demonstration of correct use and observing a return demonstration by the patient and/or caregiver;

c) Instruct patient on basic home safety, electric/fire safety, storage, and where to call in case of an emergency;

d) Infection control and precautions;

e) Patient’s rights and responsibilities;

f) Emergency preparedness.

Signed documents/receipts from the patient/caregiver will be obtained by the contractor, from the above requirements, as proof of record and these records shall be made available to VA upon request.

3. The Contractor shall install equipment as instructed by the COR or designee. Permanent installation to walls, ceiling, floors, etc. is specifically excluded from this contract.

Contractor’s staff shall be alert to structural or environmental problems, which make delivery/set-up unsafe. Contractor shall provide written documentation and acknowledgement by patient of any unsafe condition, which cannot be corrected.

4. A label with the contractor’s name and emergency telephone number where they can be reached 24 hours/day will be affixed to all contractor provided equipment as well as the contact information for the Prosthetic Service where that patient/caregiver receives his/her primary medical care. Contractor personnel shall assure rental equipment is visibly labeled with contractor’s name and toll-free telephone number for patient and/or caregiver’s information due to emergency malfunctions and repairs. Patients shall also be provided with written information about when and how they can contact the

VA/Contractor for equipment maintenance, and/or repairs.

a) The contractor shall include the following VA documents with their information packet when delivering equipment to all patients served under this contract:

b) Prosthetics HME patient's right and responsibilities.

c) PSAS disaster plan for home medical equipment patients.

d) Miscellaneous Patient Education Materials

5. The contractor must provide patient education instructions to the veteran and/or caregiver, in accordance with all JOINT COMMISSION standards, in the proper use/function, safety, maintenance, cleaning and infection control of the furnished item(s).

Instructions provided will be both verbal and in writing. The contractor will specifically document the patient education with signed receipts from the veteran/caregiver as proof of record that this documentation/education was received. Education shall be conducted by qualified personnel experienced and familiar with the item(s) specified under this solicitation.

F. EQUIPMENT REPAIRS

1. VA reserves the right to furnish replacement parts or obtain services to repair or refurbish any item from an independent source if, in the opinion of the COR or designee, the cost for such services from Contractor is deemed to be excessive and the matter cannot be mutually resolved.

2. If an item is found to be in need of repair, the contractor shall perform minor repairs.

Minor repairs – Will be completed within three (3) workdays at no expense to the VA.

Examples: Tighten wheels and casters on wheelchairs, check for loose wiring on motorized wheelchairs and electric beds, minor spot painting of small areas of chipped paint or rust spots on recovered items to be placed in storage. There will be no charge for labor for easily replaced items, including, but not limited to, batteries, arm rests, leg rests, and headrests. After cleaning and sanitizing, the equipment shall be lubricated with an appropriate grease, oil, and /or silicone spray. Any rust spots shall be wire brushed prior to spot painting.

3. If an item needs repair that will require any replacement parts or labor time exceeding 15 minutes, the contractor shall notify the COR or designee. When the COR or designee determines that it is not economically feasible to repair the item, the contractor will be so advised. The item shall be tagged as unserviceable and shall be stored in the contaminated equipment holding area to be surveyed by the COR or designee during the next quarterly site visit. If, at any time, the number of units to be surveyed becomes excessive, the contractor may request a site visit in addition to the routine quarterly one.

4. For emergency repairs, the contractor may receive notice from non-VA Prosthetics personnel.

a) All responses to patient emergency calls must be responded to within ½ hour.

1) If such emergency occurs during normal daily business hours, the contractor will notify the COR or designee, immediately.

2) If the emergency occurs after normal daily business hours, the contractor shall take corrective action. Under no circumstances shall the contractor refuse service if the veteran/caregiver states that there is a risk to the veteran’s health or personal well-being.

3) If Prosthetic employee emergency number is provided, contractor will attempt to make contact. If unable to make contact with Prosthetics, employee contractor will notify the COR or designee immediately on the next regular workday not later than 10:00 a.m.

4) Contractor shall provide documentation regarding the emergency response to patient emergency calls within 24 hours.

5. Repairs will be completed within 4 hours unless special circumstances prevent timely completion. Examples of special circumstances include, but are not limited to, the need to order specialty part or inclement weather and will be considered on a case-by-case basis.

6. Contractor shall maintain a complete inventory of minor repair standard parts on all VA contract HME so that, when necessary, replacement of items shall be done on initial visit.

Individual facilities may add a limited number of non-contract HME for which an inventory of parts for repairs must be maintained.

7. The contractor shall pursue the repair and refurbishing of Government-owned equipment with such diligence so as to ensure that the equipment and/or accessories are placed in first class working condition in accordance with the manufacturer’s instructions or recommendations by appropriately trained, qualified personnel.

a) Each refurbished item shall be tagged indicating the date it is returned to clean inventory.

8. Contractor shall maintain an itemized record of all reclaimed items, including item description, serial number (if applicable), veteran it was reclaimed from, date reclaimed, date quote submitted for repair (if applicable) and date placed into clean inventory.

9. Repairs of equipment, when required, shall be performed in accordance with manufacturer's instructions by personnel who are qualified to service specific equipment.

As applicable, qualified is defined as holding certification through the manufacturer, when technical certification program is offered. The Contractor shall comply with universal precautions in the cleansing of HME.

10. In the event of a natural disaster or emergency and the contractor is unable to repair HME supplies and equipment the patients shall be instructed that if such an emergency should occur, the Contractor works with another local home medical equipment provider that will assist them. The contractor will provide point of contact information to the patient or caregiver for this provider for help or to get to the nearest health care facility until services can be resumed.

G. STORAGE/INVENTORY/SANITIZATION

1. Contractor shall provide storage to allow for storage of Government owned re-claimed/new HME equipment at no additional charge to the VA. The storage area must be adequately equipped with shelves, bins, etc., to properly accommodate the items being stored. Stored equipment shall be maintained in a safe, clean, dry, and orderly arrangement to prevent damage and to facilitate periodic inventory inspections by COR or designee. Storage shall be provided separate and apart, by VA facility, from all other contractor owned equipment and supplies. The storage space shall be sufficiently insured against loss or damage equal to the value of the stored equipment. Proof of the insurance coverage will be provided to the Contracting Officer within 10 days of the effective date of the Notice to Proceed. Updates will be provided annually or whenever coverage is discontinued.

2. The contractor shall maintain a Web site address for each VA site to view an ongoing inventory of stock, open and completed orders. Open and completed orders will include, but not limited to, PO#, Purchasing Agent/Ordering Officer’s name, item description, last initial of patient’s last name, and last four of patient’s social security number. Inventory shall include its conditions thereof and the approximate total value, updated daily.

Government property shall be used only for the performance of this contract.

a) Upon commencement of this contract, an inventory shall be conducted jointly by the

COR or designee and the Contractor and signed by both parties. This inventory shall include items, conditions thereof and the approximate total value. Contractor shall establish and maintain a system of control to protect and preserve all Government property. The Contractor shall have established written procedures to deliver, recover, receive, clean and, when appropriate, sterilize reusable items. Such procedures shall address the separation of clean and unclean equipment in the storage, delivery and recovery of HME items. All equipment shall be labeled or tagged and dated to document such procedures.

b) Prior to disposing of non-repairable Government-owned inventory, the Contractor shall contact the COR or designee for concurrence. Contractor shall make equipment available for pickup by scrap contractor or scrap the material as instructed by COR or designee at no additional cost to the Government.

3. Contractor shall have inspection procedures to assure stored new/reclaimed equipment is in working order prior to delivery. All equipment shall be labeled, tagged and dated to document such procedures. Only one (1) payment will be made for the delivery of equipment. If HME failures are within the control of the Contractor, additional trips will be at contractor’s expense.

4. Ownership of all equipment (new and/or used) in inventory shall remain with the government. 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 the items in optimum condition. The contractor shall identify Government Furnished Property (GFP) by making or tagging and segregating in such a manner to clearly indicate Government ownership.

5. Equipment shall be protected from the elements during storage and delivery. All clean equipment shall be covered. Clean and dirty equipment shall be separated at all times and shall be provided with protective covering during transport in accordance with Joint

Commission standards.

6. Contractor shall, using universal precautions, sanitize/sterilize all picked up equipment prior to placement in contractor’s storage or delivery to VAMC for reissue. This procedure shall be appropriate to the type of equipment in accordance with JOINT

COMMISSION Standards.

7. Contractor shall sanitize/sterilize all returned/picked-up items before it is placed in

Contractor’s storage for reissue. This procedure shall be appropriate to the type of equipment in accordance with JOINT COMMISSION Standards. After cleaning and sanitizing, the equipment, the equipment shall be lubricated with an appropriate grease, oil, and/or silicone spray. All equipment returned/pick-up shall be documented on date cleaned and put back in service.

8. The Contractor shall comply with universal precautions in the cleaning of recovered equipment as required by the JOINT COMMISSION Standards in the recovery, delivery and storage process. The Contractor shall wash in detergent/disinfectant solution, LPH or equivalent, label with tag indicating date of cleaning and return for storage in a non-contaminated storage area for future re-issuance. All clean equipment shall be covered.

9. All equipment and parts shall be maintained in separate locations denoting "clean/ready-to-use" and “contaminated/awaiting proper cleansing procedures". Contaminated equipment placed in the same vehicle shall be separated from clean to avoid cross contamination (i.e., curtain in vehicle or wall). Returned equipment shall be inspected and placed in operating condition for reissue according to manufacturer's instructions. All equipment shall be checked to ensure that it functions correctly prior to reissue and then covered with a clean dust cover during storage.

10. Contractor shall be able to accept ALL shipments of HME, which will be included in inventory, WITHOUT EXCEPTION.

H. DELIVERY VEHICLES

1. The contractor shall have the vehicle(s), for the performance of the services under this contract, clearly marked with company identification. The vehicle(s) shall have an effective means for securing and segregating clean and dirty equipment to prevent any potential for cross contamination. The contractor’s personnel shall have readily recognizable forms of identification. The vehicle(s) will have Personal Protective

Equipment (PPE) required to meet Joint Commission Standards.

a) Contractor shall have sufficient vehicles to cover daily deliveries as well as any emergent orders that may arise within 24 hours.

I. TECHNICAL INDUSTRY STANDARDS LAWS/REGULATIONS AND MARKING

1. Standards and guidelines are as follows:

a) Association for the Advancement of Medical Instrumentation (AAMI).

b) Joint Commission Standard for Home Care, current year standard.

2. The installation of all equipment by the Contractor shall be performed by a competent professional familiar with nature of the equipment involved and fully qualified under the laws of the State in which the services are being rendered. Installation shall be consistent with local Fire and Safety Codes in the respective area of the State, and shall conform to

NFPA 99/101 (Life Safety Codes).

J. INVOICING HOME MEDICAL EQUIPMENT

1. Orders will be placed by each VA facility using the US Government Credit Card via purchase order/authorization. The contractor must be able to accept US Government

Credit Cards. The contractor shall submit an individual itemized invoice authorized within five (5) working days upon completion for services ordered and rendered. Invoices received without proper documentation will be returned to the contractor without action.

Invoices are to be submitted to the individual that submitted the purchase order and the following will be available upon request:

a) The original copy of the purchase order (PO)/authorization completed by the contractor;

b) VAMC file copy of the Patient’s Rights and Responsibilities signed by the veteran/caregiver;

c) Equipment Delivery Checklist with patient or caregiver’s signature certifying delivery;

d) Copy of Patient Education form signed by the veteran/caregiver.

Payment will not be authorized if documentation is incomplete.

2. Invoices will be itemized to include parts, materials, labor (if applicable), name of the manufacturer, model #, serial # (if applicable), whether the equipment is new or refurbished, and patient’s last name initial and last four of social security number.

3. Invoice for pick up shall include a copy of the PO/authorization and contractor's form or checklist with patient or caregiver’s signature certifying pick up.

K. REPORTS

Reports are provided within their respective timeframes i.e. quarterly and monthly. Please see Contract/QI

Surveillance Plan. All reports will be provided to the COR or designee as specified in the Surveillance

Plan.

L. SAFETY AND INFECTION CONTROL

1. Contractor safety and infection control procedures are in accordance with JOINT

COMMISSION, all current National Patient Safety Goals standards in addition to other recognized federal regulatory agency standards.

2. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer, COR, or designee may determine to be reasonably necessary to protect the lives and health of all persons affected by this contract. The Contracting

Officer, COR, or designee will…