36C24818Q0389-003.docx

PERFORMANCE WORK STATEMENT (PWS)

Specialty Rentals for OVAMC

I. DEFINITIONS/ACRONYMS:

· Department of Veterans Affairs (VA)

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

· 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 service, providing technical guidance, overseeing technical aspects of the contract, and serves as a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

· Orlando VA Medical Center (OVAMC)

· OVAMC Community Living Center (CLC)

· VA Point of Contact (POC)

· Occupational Safety and Health Administration (OSHA)

· The Joint Commission (JC) - (Formerly Joint Commission on Accreditation of Healthcare Organizations (JCAHO) – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

· Contractor – The term "Contractor” as used herein refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees. The Contractor shall be responsible for assuring that his/her subcontractors comply with the provisions of this contract.

II. GENERAL REQUIREMENTS:

1. INTRODUCTION:

The Orlando VA Medical Center (OVAMC) has a requirement to provide specialty rental equipment for Veterans of the Orlando VA Medical Center. The services will be furnished to veterans for whom such care is specifically authorized by the Orlando VA Medical Center, 13800 Veterans Way, Orlando FL 32827.

The Contractor shall provide rental medical equipment, such as specialty bed rentals and related supplies on an as “needed basis” for the sole purpose of patient care for the patients of Orlando VA Medical Center and residents of the OVAMC Community Living Center (CLC), (OVAMC/CLC).

The contract will be for a base and four (4) option years for renewal at the discretion of the Government. The Government is not obligated to any specified amount of services, but shall be obligated to provide payment for all services performed in accordance with this solicitation.

Multiple awards may be authorized to ensure coverage for all of the equipment requirements as listed in this Performance Work Statement. Partial equipment requirements fulfillment may be authorized if a Contractor(s) cannot fill the entire list of the required equipment needed.

2. PLACE(S) OF PERFORMANCE

a. Deliver locations:

i. The bulk of the rental medical equipment will be delivered to the OVAMC and CLC at 13800 Veterans Way, Orlando, FL 32827.

ii. Some equipment will be required to be delivered to OVAMC’s Lake Baldwin clinic is located at 5201 Raymond St. Orlando, Florida, 32803. OVAMC’s POC’s will be provided to the contractor at the time of the order.

b. Order and Delivery details

i. Ordering procedures:

1) Contractor must have a procedure in place to accept orders 24 hours a day, 7 days a week, 365 days a year (24/7/365) as needed by OVAMC/CLC.

2) Contractor must document the full name and title of the VA employee calling the order in and the POC for the order.

3) When a specialty frame or surface is requested, the Contractor must procedurally ask for the name of the Veteran who will be using the rental equipment, and Veteran’s exact location.

ii. Accepting Orders: Contractor shall only accept orders from an approved personnel list. Any order that is filled that was called in by VA personnel NOT on the approved personnel list will be subject to non-payment.

iii. Delivery Location: The Contractor shall deliver the equipment directly to the precise designation Nursing Officer of the day as per instruction by the POC.

1) If this is a CLC delivery, the contractor shall report to the administrative office of the CLC to obtain further directions.

iv. Delivery receipt: The Contractor must provide a delivery receipt for all rental items to include model and serial number and date of delivery, which must be signed by both the contractor and the Nurse on Duty (NOD). A copy of the signed delivery receipt must be left with the COR or the NOD at time of delivery.

v. Delivery Time frame requirement:

1) Equipment will be delivered on an as needed basis for OVAMC/CLC patients.

2) For standard orders, the contractor shall deliver the rental equipment within 6 hours.

3) For emergency situational orders, the contractor shall provide the rental equipment (beds and supplies) within 2-4 hours after notification from the OVAMC/CLC.

vi. Service/ID Label:

1) At the time of delivery, each equipment item shall have a label affixed to it identifying a telephone number to call for service. The Contractor shall have a national toll-free number for receiving and tracking service calls.

2) The Label must also state the name of Contractor for ownership and identification purposes.

vii. Ordered rental equipment must be free of defects and compliant with VA equipment specifications.

viii. National holidays observed by the Federal Government are as follows:

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

c. Returns - Pickups:

i. Notification: OVAMC/CLC shall contact the contractor when the specialty beds and/ other rental equipment is no longer required. When the patient, originally assigned use of the rental equipment, no longer requires that equipment is returned by way of the COR making immediate provisions.

ii. Confirmation number: The contractor shall provide OVAMC/CLC with a confirmation number acknowledging the specialty beds and/ other rental equipment to be picked-up and shall remove the equipment from the designated location within 12 hours after notification from OVAMC/CLC.

iii. Broken equipment must be picked-up as soon as possible from notification to contractor, but no later than 12 hours from notification from OVAMC/CLC to contractor.

iv. Unserviceable equipment: If a specialty bed and/or supplies is deemed unserviceable; the contractor shall repair and/or replace the unserviceable specialty bed(s) and supplies within 2-4 hours of notification from the OVAMC/CLC. Replacement equipment shall arrive within 4 hours, if unable to repair.

3. PERFORMANCE PERIOD - DELIVERY DATE:

a. This procurement will be for Base and 4 options years, beginning 04/01/2018

· Base period to 04/01/2018 to 09/30/2018

· Option period 1 to 10/01/2018 to 09/30/2019

· Option period 2 to 10/01/2019 to 09/30/2020

· Option period 3 to 10/01/2020 to 09/30/2021

· Option period 4 to 10/01/2021 to 09/30/2022

4. TYPE OF CONTRACT: Firm Fixed Price

III. SPECIFIC REQUIREMENTS/TASKS AND ASSOCIATED DELIVERABLES

1. RENTAL EQUIPMENT SPECIFICATIONS

1) ENVISION E700 Wound Surface (VersaCare and TotalCare): Therapeutic weight capacity up to 400 pounds. This therapy surface reduces shear, friction, and pressures, while providing microclimate management. It does this using the proprietary wound care management, the PressureSmart Sensing Technology System and ShearRelief System. The replacement system also uses Next Generation Low air loss with Airflow Technology, low air Advanced Microclimate Management, and Vertical Air Cell Technology. Patient safety features include: a 30° head of bed angle display, RemindMe Alarm, Bed exit alarms, Turn Assist. Staff safety and efficiency features include: QuickStudy Bed-Side In-Servicing, (Bilingual) - Touch Screen User Interface, Multi-Frame Compatibility, and Turn Assist. Mattress inflated 35.5” +/- 0.5” W x 84.5” +/- 0.5” L X 10.875” +/- 1” H

2) SHUTTLE A SERIES ADVANCED: 650 lb capacity, converts from chair to stretcher, power adjustments, independent elevating leg rests, power tilt & recline, seat assist with support poles.

3) SHUTTLE B SERIES ADVANCED: 1,000 lb capacity, converts from chair to stretcher, power adjustments, independent elevating leg rests, power tilt & recline, seat assist with support poles.

4) BCW WHEELCHAIR: 600 lb capacity, seat width 20” to 30”, seat depth 18”, seat height 20.5”, heavy duty steel frame with double X brace support

5) BCW ADVANTAGE WHEELCHAIR: 850 lb capacity, seat width 24” to 34”, seat depth 18” to 22”, seat height 20”, stainless steel construction with folding frame, removable armrests, heavy duty elevating leg rests with wide footplates and calf plates.

6) STANDARD BARI WALKER: 500 lb capacity, with or without wheels, push button for folding, soft hand grips

7) BARI WALKER (heavy-duty): 750 lb capacity, width 27”, two 5.25” rubber wheels, height from 31” to 40”,

8) BARI SHOWER COMMODE: 600 & 750 lb capacity, seat widths 20”, 22”, 26”, or 30”, can be used at bedside, in shower, as transport, or over toilet, removable back and arms, stainless steel construction, locking front casters, commode pail disposable.

9) BARI DROP ARM COMMODE: 600 lb capacity, 24” or 28” width, adjustable leg height of 18” to 22”, 1000 lb capacity 36” width with fixed 19” leg height, removable back and arms, stainless steel construction, seat depth 18”, commode pail disposable.

10) BARI REHAB PLATFORM 2: 1000 lb capacity, 15” low deck, 30” deck height, 48”/39” W x 80” L, 48”/39” W x 86” L, cardiac chair, Trendelenburg and reverse Trendelenburg, Integrated Rest Secure System (exit alarm, nurse call interface, protocol timer, scale) option, retractable deck, head angle indicator, removable side rails, power drive available, full frame trapeze available, comes with pressure redistribution foam mattress unless otherwise indicated.

11) MIGHTY AIR: Bariatric alternating therapy replacement mattress, 1000-pound weight capacity, 39” and 48” widths available with 80” L, low air loss therapy with two therapy modes (Static and Alternating) with 8 comfort settings, cycle times from 3 min to 20 min, lock out controls, power failure and low pressure audible and visual alarms, 2” foam base, CPR emergency feature, max inflate, waterproof, vapor permeable, low friction/shear top cover.

12) BIG TURN: Bariatric rotation therapy replacement mattress, 1000 lb capacity, 39” and 48” widths with 80” length, full body lateral rotation and low air loss therapy, three modes of rotation, pulsation and static low air loss, independent adjustable left/right rotation up to 40 degrees or 40 plus degrees, cycle times 1-30 min, lock out controls, power failure/low pressure audible and visual alarms, built in 3” air base, CPR emergency feature, waterproof, vapor permeable, low friction/shear top cover, percussion/vibration module optional.

13) SW EVOLUTION BARIATRIC expandable option: 850 lb capacity, 7.5” bed low and 30” bed high. 39” W X 82” L or 39”, 42”, 48” W x 82” L, fully electric bed, cardiac chair positioning, Trendelenburg/Reverse Trendelenburg functionality, full frame trapeze available, comes with pressure redistribution foam mattress. Integrated Rest Secure System. Head Angle Indicator (V.A.P). Independent Lock‐Out Feature and Bed Functioning Controls at Foot End & Hand Control.

14) SW LOW BOY EXPANDABLE: 850 lb capacity, 7.5” bed low and 30” bed high. 39” W X 82” L or 39”, 42”, 48” W x 82” L, fully electric bed, One Step Lock Brake System & Steer cardiac chair positioning, Trendelenburg/Reverse Trendelenburg functionality, full frame trapeze available, comes with pressure redistribution foam mattress.

15) PLATINUM 6000 SYSTEM (standard): Alternating pressure redistribution, immersion, and low air loss therapy to manage interface pressure on the skin’s surface and provide for the prevention and treatment of pressure ulcers. Widths of 35”, 39” and 48”. Weight capacity: 35” = 600 lb.; Bariatric = 900 lb.

16) PLATINUM 6000 SYSTEM (bariatric): Alternating pressure redistribution, immersion, and low air loss therapy to manage interface pressure on the skin’s surface and provide for the prevention and treatment of pressure ulcers. Widths of 35”, 39” and 48”. Weight capacity: 35” = 600 lb.; Bariatric = 900 lb.

17) TX CAIR PLUS: Pulsating low air loss mattress replacement, available in 36” and 42” widths, 500 lb weight capacity

18) ALTERNATE CAIR PLUS: Alternating pressure mattress replacement, three alternating cycle times – 5, 10, 15 min, 350 lb weight capacity

19) FLAP CAIR: Low air loss mattress replacement, 160 cells with customizable pressure relief, 350 lb weight capacity

20) TURN CAIR PLUS: continuous bilateral rotation mattress replacement system. This system is designed to meet pressure redistribution and rotational therapy needs of patients with pressure ulcers, special respiratory needs, and those at risk of skin breakdown. Three modes of operation: Autofirm, Turn and Therapy. Turn Time options of 20, 30, 45, 60, 90 and 120 minutes. Side bolsters built into the enclosure support patient during rotation and minimize fall and entrapment risks. Therapy pad with four unique qualities: Fluid proof, Moisture vapor permeable, Infection control treatment, Low friction and low shear surface. Lateral rotation and low air loss mattress replacement, true 40 degree turn, 80-degree arch, 350 lb weight capacity. Options of 36" (W) and 42" (W). Dimensions: 36"(W) x 80"(L) x 10"(D) or 42"(W) x 80"(L) x 10"(D)

21) DOLPHIN AUTO VECTOR: Fluid immersion simulation mattress replacement, three-dimensional volumetric engagement, elimination of gradient shear forces.

22) BARI 10A BARIATRIC BED: 1050 lb safe working load; Trendelenburg and reverse Trendelenburg; 80” or 88” length; 36” or 48” width; integrated scale; Foot end controls with patient lockouts; Head and foot end Siderails/assist devices, which fold down for easy patient access.

23) CARI 1000: Low air loss mattress replacement, up to 40-degree turn, 350 lb weight capacity

24) TURN 1000: Lateral rotation low air loss mattress replacement, up to 40-degree turn, 1000 lb weight capacity

2. INTRODUCTION OF NEW MODELS

At any time during the order period, the Contractor or the VA may propose the substitution of new and improved models of equipment to replace the items supplied. Any proposed new model offered shall be of equal or greater capability than the model to be replaced. The CO will review and, if approved, the order will be modified to reflect the change in models. No substitution of models shall take place until the CO issues a modification to the order.

3. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

· Beds and Mattresses shall be FDA compliance and meet the entire Department of Veterans Affairs Safe Patient Handling requirement.

· All bed frames greater than 80” in length must have equivalent size mattresses.

· Mattress covers will be replaced monthly.

· Contractor is to remove trash and all debris from OVAMC/CLC area resulting from installation and packing materials.

· Service maintenance to be provided as needed on all rental equipment.

4. MAINTENANCE: Contractor shall ensure all rental property is cleaned and decontaminated prior to delivery, and shall provide manufacturer’s cleaning instructions for the equipment.

Contractor shall maintain the equipment in accordance with the manufacturer specifications. Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service includes, but is not limited to calibration, cleaning, adjusting, replacing parts, and intervening service calls necessary before or after regular services. All required parts and labor will be furnished by the contractor.

5. TRAINING/IN-SERVICE: Unlimited Operator Training to be conducted to staff on proper use of equipment upon request per week Monday through Friday, excluding holidays, during day hours, evening hours and night hours to provide 24-hour training accessibility for employees not scheduled on the day shifts. Depending on the requirements of the equipment and OVAMC/CLC staff training may be conducted either in person or via phone. OVAMC/CLC retains the right to determine training needs and delivery time/method.

IV. CONTRACTOR REQUIREMENTS

1. PERMITS AND RESPONSIBILITIES

a. The Contractor shall obtain and maintain all permits, licenses, and appointments required for the execution of work under this contract at no additional cost to the Government. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. In addition, contract termination shall result if the required documents are subsequently denied or withdrawn by the local authorities. Application, justification, fees, and certifications for any licensure required are entirely the responsibility of the Contractor. The Contractor shall ensure that all employees receive the mandatory training, if applicable to this contract, as required by OSHA, JCAHO, etc., and shall comply with all standards and/or requirements.

b. INSURANCE The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default.

2. CONTRACTOR PERSONNEL

a. The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this Statement of Work – Performance Work Statement, or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this Statement of Work - PWS any person whose employment would result in a conflict of interest with the Government’s standards of conduct,

b. The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract.

c. Personal Appearance Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct.

d. Personnel Courtesy Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises.

e. Alcohol or illegal drug usage Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract. The contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Contractor employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For the purpose of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the method(s) by which employees will be determined to be under the influence of alcohol or illegal drugs.

f. Personnel Removal Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this SOW. The Contracting Officer or Contracting Officer’s Representative (COR) may require the Contractor to remove any employee performing requirements under this SOW for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action(s) is in the best interest of the Government.

V. ADDITIONAL REQUIREMENTS:

1. JC STANDARDS –

a. The Contractor shall perform required services in accordance with:

i. the standards of the Joint Commission, formerly the Joint Commission on the Accreditation of Healthcare Organization (JCAHO),

ii. and the established principles and ethics of the medical profession established by the American Medical Association (AMA), and

iii. American College of Emergency Physicians (ACEP).

b. The Contractor shall adhere to the Department of Veteran Affairs regulations and the policies, procedures, and regulations of Medical Staff bylaws of the OVAMC.

c. The Contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance.

d. Portability and Accountability Act (HIPAA) of 1996 and VA Directive and Handbook 0710. The Contractor shall not maintain and/or share sensitive or patient identifiable information in any form or for any purpose, other than what is needed to perform its obligation under the established business associate agreement (BAA). By entering into this contract, the Contractor certifies they comply with HIPAA as it pertains to general patient information, HIV, drug and alcohol abuse, and sickle cell anemia.

2. CHANGES TO CONTRACT: The contracting officer is the only person authorized to modify this order.

3. INVOICES/ METHOD OF PAYMENT: All charges incurred in the rental of equipment is to be included in the unit prices quoted. The Orlando VA Medical Center reserves the right to reject payment for additional supplies and/or equipment used in the performance of this contract unless specifically ordered or required for patient care and it is not a common item customarily furnished.

a. Invoice Procedures: The contractor shall be paid monthly in arrears upon receipt of a properly executed invoice. Each invoice will represent charges covering the first day of the month to the last day of the month. Invoices for payment will include a copy of the trip ticket and the VA authorization number to ensure payments. Invoices should be submitted to the COR via email monthly for review prior to submission to Financial Service Center in Austin, Texas. Each invoice will include:

1) Authorization number

2) The contract number

3) Purchase order number

4) VA Ordering personal’s full name and title

5) Patient's name

6) Patient's last four Social Security Number

7) Date rental delivered to hospital

8) Date rental called in for pick-up

9) Total cost, per contract pricing

Contractor to mail or fax approved invoices to Austin TX for customer to certify through Invoice Payment Processing System (IPPS) monthly. A courtesy invoice will be mailed to or faxed to the appropriate POC at the OVAMC or CLC. All invoices must be encrypted when sending a copy to OVAMC/CLC through Microsoft Outlook.

4. PARKING

The contractor’s employee(s) shall wear visible identification at all times while on the premises of the Orlando VA Medical Center and the Lake Nona VA Medical Center Campus (which includes the Community Living Center). It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section.

5. IDENTIFICATION

The Contractor, at his/her own expense, shall provide all employees with a Contractor Identification Card (ID), prior to performing work under this contract. Contractor employees are required to display this card at all times when performing under this contract. The Contractors employee shall sign each card issued. Employees released from service by the Contractor shall have their card collected by the Contractor. All cards shall contain an expiration date and photograph of the employee. All cards shall be destroyed upon contract completion or termination of the contract. The contractor's on-site supervisor shall ensure that all employees carry and display their card when on duty, and are prepared to present them upon request. The Contracting Officer Representative (COR) shall periodically verify cards of contract employees match their personal identification.

6. VEHICLE CONDITION AND MARKINGS

All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the Contracting Officer or COR. Contractor vehicles shall be clearly marked to be distinguishable from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the contract. Contractor vehicles will follow parking rules while on US government property and is subject to tow if illegally parked.

VI. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS (If applicable) – CO to add 6500.6 Security Checklist required computer security clauses, if required.