36C24825Q0192_2.docx

36C24825Q0192

36C24825Q0192

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy, Suite 525 Gainesville FL 32601-3460

POINT OF CONTACT*

Contracting Officer Yolanda Glover yolanda.glover@va.gov

PLACE OF PERFORMANCE

San Juan Puerto Rico

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 effective 01/17/2025. The VA Caribbean Health System is seeking to procure Durable Medical Equipment supplies/services. This will be a Base and Four (4) 12 month options.

See Section B.2 – Price/Cost Schedule for a list of Line Items and enter your pricing accordingly.

See Section B.3 –Statement of Work for a description of the services to be performed.

The Government will evaluate all quotations using the Comparative Evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. See E.4 – 52.212-1 – Instructions to Quoters and E.6 – 52.212-2 – Evaluation of Quotes for more information.

Any questions or concerns regarding this solicitation should be submitted no later than 02/06/2025 at 4:00 PM EST. Please submit questions in writing via e-mail to the Contracting Officer, Yolanda Glover, at yolanda.glover@va.gov.

All quotations for this solicitation shall be submitted no later than 02/19/2025 at 4:00 PM EST. Please submit all responses to the Contracting Officer, Yolanda Glover, at yolanda.glover@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(c).

*Note* To prepare / complete a Quote, See Offerors Checklist under 52.212-2 Evaluation – Commercial Items.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (MAY 2024)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.9 52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

C.10 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.13 MANDATORY WRITTEN DISCLOSURES

C.14 VAAR 852.201-70 CONTRACTING OFFICER’S REPRESENTATIVE (DEC

2022)…………………………………………………………………………………………………..66 C.15 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) ..................................66 C.16 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.17 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

C.18 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

C.19 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING— CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.20 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.21 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.22 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.23 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 PAST PERFORMANCE QUESTIONNAIRE

D.2 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

Page 1 of

E.2 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) .....79 E.4 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.5 ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(NOV 2021)

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

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.8 52.216-1 TYPE OF CONTRACT (APR 1984)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Yolanda Glover, yolanda.glover@va.gov Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Tampa FL

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

3. INVOICES: Invoices shall be submitted in arrears:

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

https://www.fsc.va.gov/einvoice.asp

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION INSTRUCTIONS: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

i. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

a) VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

b) A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

ii. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

a) Tungsten e-Invoice Setup Information: 1-877-489-6135

b) Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

c) FSC e-Invoice Contact Information: 1-877-353-9791

d) FSC e-invoice email: vafsccshd@va.gov

6. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the point of contact has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Office.

7. CONTRACT COORDINATOR: The Contractor shall identify in writing to the CO their contact person(s) who shall serve as liaisons between the Contractor and VA and who shall ensure that services are performed in accordance with the contract specifications. The Contractor’s contact person(s) shall be available during VA regular administrative work hours, exclusive of national holidays.

8. PAYMENT PROCEDURES: Primary Payment by Governmentwide Commercial Purchase Card. Reference 6.2 of the Statement of Work for further instructions.

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

B.2 PRICE/COST SCHEDULE

A. ESTIMATED QUANTITIES: All quantities listed in the Price Schedule are annual estimates only and are not to be considered a minimum or maximum. These estimates do not create any obligation to purchase any specified amount of services under this contract, and the Government will only be obligated to make payment for services requested and received in the quantities and the quality requested. A delivery order shall be issued at the start of each performance period. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

GUARANTEED MINIMUM: The Government will order at least $1,000.00 in supplies during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

B. PRICE/COST SCHEDULE

Estimated AMOUNT

4,800.00 EA ____________

Delivery DME Set up and Assembly Puerto Rico all Municipalities Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

80.00 EA _____________

Delivery DME Overweight Set up and assembly Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

60.00 EA _____________

Emergency Delivery Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

50.00 EA _____________

Pickup DME at patient home Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

50.00 EA _____________

Refurbishment of DME (Cleaning, Disinfection, Reconditioning) Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

150.00 EA _____________

Repair DME 1 (stock items, beds, and accessories) job no required repair Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

200.00 EA _____________

Repair DME 2 (stock items, beds, and accessories) job completed at same trip. (assessment and repair) Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

submitted job required second trip (includes assessment, repair and second trip to complete repair.)

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Municipalities Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Delivery DME Overweight Set up and assembly Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

150.00 EA _____________

Repair DME 1 (stock items, beds and accessories) job no required repair Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

200.00 EA _____________

Repair DME 2 (stock items, beds and accessories) job completed at same trip. (assessment and repair) Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

repair and second trip to complete repair) Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

4,800.00 EA _____________

Delivery DME Set up and assembly Puerto Rico all Municipalities Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

80.00 EA _____________

Delivery DME Overweight Set up and assembly Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

60.00 EA _____________

Emergency Delivery Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

50.00 EA _____________

Pickup DME at patient home Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

50.00 EA _____________

Refurbishment of DME (cleaning, disinfection, reconditioning) Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

150.00 EA _____________

Repair DME 1 (stock items, beds, and accessories) job No required repair Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

200.00 EA _____________

Repair DME 2 (stock items, beds, and accessories) job completed at same trip (assessment and repair) Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

repair and second trip to complete repair.)

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Municipalities) Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Emergency Delivery Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

Healthcare

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

150.00 EA _____________

Repair DME 1 (stock items, beds and accessories) job no required repair Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

200.00 EA _____________

Repair DME 2 (stock items, beds, and accessories) job completed at same trip (assessment and repair) Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

repair and second trip to complete repair.)

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Municipalities Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

150.00 EA _____________

Repair DME 1 (stock items, beds and accessories) job no required repair Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

200.00 EA _____________

Repair DME 2 (stock items, beds, and accessories) job completed at same trip (assessment and repair) Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

repair and second trip to complete repair.)

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

Healthcare

Estimated __________________

GRAND TOTAL

Total $

B.3 STATEMENT OF WORK

Introduction/Background Information Intent VA Caribbean Healthcare has an ongoing requirement for the pickup, setup, disassembly, bed repair, routine preventive/service/refurbishment, site assessment, disposal, storage and delivery service of Durable Medical Equipment (DME) and supplies to all beneficiaries serviced by VA Caribbean Healthcare and its associated outpatient clinics. The total number of DME patients at each VA site varies and is subject to change.

Prior to award, the contractor must prove they can meet or exceed the standards of The Joint Commission (JC) http://www.jointcommission.org/standards_information/prepublication_standards.aspx (and the Center for Medicare and Medicaid Services (CMS) related to DME. Written documentation must be provided to support this requirement. Offerors should thoroughly review all of the requirements and be familiar with the area(s) of coverage before submitting their proposal in order to be fully aware of the services required.

The contract base period shall begin on the contract effective date and be effective for 12 months (1 year), with four each, one (1) year option renewal periods. The contract is subject to the availability of VAMC/VHCS appropriations. The contractor shall perform no services after the expiration of the previous year unless the contracting officer authorizes such services in writing.

The Contracting Officer shall be the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer shall be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change due to the direction of any person other than the Contracting Officer, the change shall be considered unauthorized, and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

1. DME - General Requirements:

1.1 The contractor shall provide all facilities, labor, parts, equipment, transportation and supervision necessary to provide storage, delivery set up, repairs to restore picked up items to issuable/usable status, in-house and onsite instruction, and/or pick-up of durable medical equipment for VA beneficiaries of the VAMC/VHCS, in accordance with the terms, conditions, special provisions and schedule contained herein. Under time frame requested in contract.

1.2 The contractor shall have (or put in place within one calendar month after contract award) a web-based system (i.e.: MS SharePoint) that provides access to all VA required forms and documentation. This system shall be accessible to all VA personnel, as determined by the COR, with access provided by the Contractor. The system shall be secure and meet all applicable VA IT rules and regulations and HIPPA, privacy rules and regulations. This system does not preclude VA patient information being provided on a requested basis through PKI encrypted e-mail and/or by secure fax machine.

1.3 The estimated quantities are shown in PART I of the Schedule (paragraph 2.1). These are estimates only. VA makes no commitment concerning the quantity of deliverables and/or services required herein. The number of services required under the terms of an awarded contract shall be determined solely by the VA.

1.4 The VAMC/VHCSs shall purchase DME devices that are part of the National Prosthetic Clinical Management Program (PCMP) contracts and/or Federal Supply Schedule (FSS) contracts, such as Hospital Beds, Scooters, and Standard/Rehab/Power Wheelchairs. These devices will be provided to the contractor as Government Furnished Equipment and will be used solely for the purposes of this contract.

1.4.1 Accreditation Requirements: The Contractor must be accredited and must demonstrate that it has met or exceeded Joint Commission Standards and provide documented evidence that it meets Joint Commission requirements for delivery, set up, repair, pick-up, and storage of durable medical equipment.

1.4.2 Areas of Responsibility:

Puerto Rico all Municipalities Vieques Culebra St. Thomas St Croix

Flat rate zone charge:

Puerto Rico – regular rate.

Out of Zone rate:

St Croix & ST Thomas Vieques & Culebra

2. VA Policies and Procedures:

The contractor shall conform with issues addressed in the VA Medical Staff By-laws and the VA Medical Center Memorandums pertaining to delivery of services. COR’s or designees shall provide copies to the contractor within 10-work days after award of the contract.

3. Definitions/Acronyms:

a. CBOC – A VA Community Based Outpatient Clinic

b. CDC – Center for Disease Control

c. Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts.

d. CMS – Center for Medicare and Medicaid Services

e. 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.

f. DME – Durable Medical Equipment as defined in the Glossary of The Joint Commission Accreditation Manual for Home Care.

g. Emergency Visits/setups – The determination regarding whether an emergency visit or setup is required is the sole responsibility of the COR or designee.

h. FAR – Federal Acquisition Regulations

i. HCPCS – Health Care Procedure Coding System

j. Joint Commission (JC) – A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

k. MSDS – Material Safety Data Sheets

l. OSHA – Occupational Safety and Health Administration

m. PSAS – Prosthetics & Sensory Aids Service

n. PKI – Public Key Infrastructure Program (encrypted emails)

o. Qualified Technician – An individual that has been certified or is non-certified but has competencies to work with a range of oxygen equipment including delivery, and maintenance of equipment in the veteran’s home, or at the contractor’s facility.

p. 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.

q. Technical Labor Rate – Technical repair service is service that requires a technician to have specialized formal training before reconditioning or repairing equipment.

r. Non-Technical Labor Rate – Repair service that does not require formal training or experience to repair or recondition equipment.

s. VA/VHCS/VHS – Department of Veterans Affairs Medical Center, or Healthcare System.

t. VAMC – Veterans Affairs Medical Center

u. VISN – Veterans Integrated Service Network

v. Zones – Defined delivery areas based on distance from VAMC/VHCS to the Veteran’s residence.

4. Service Call/Delivery Charge (DME)

4.1 Delivery charges under this contract shall be based on a flat rate zone charge. Refer to Attachment A.

4.2 In rare instances it shall be necessary to make a delivery/pick-up beyond the last zone for any VAMC/VHCS Facility in VA, a separate delivery charge shall be used for these occurrences based upon the Government mileage reimbursement rate on the date of that service. Vieques & Culebra VI are considered out of zone.

4.3 Contractors who provide DME contract coverage for the northern, central, southern ,west, or east may have limited situations where they shall need to pick-up/deliver outside of their service area(s). There shall be NO extra charge for pick-up/delivery with the exception of additional mileage charges.

4.4 The VAMC/VHCSs are responsible for payment of service calls. A service call will include one or more of the following tasks: delivery; pick up, bed repair and/or Set-up of DME and accessories, and other service(s) described in this Statement of Work.

4.5 There shall be NO charge for pickup/delivery to the local VAMC/VHCS.

( Location San Juan, Carolina Warehouse, Mayaguez or Ponce CBOC )

4.6 The Government shall not reimburse the contractor and the contractor shall not bill for any return trips within three workdays after a previous provision of DME service requiring a follow-up service such as repair/ replacement. The Government shall not reimburse the Contractor and the Contractor shall not bill for any return trips within three workdays after delivery of the DME to re-educate the patient on the proper usage, operation and function of DME and accessories.

4.7 The rate for Set-up shall include delivery/transportation, assessment, and service/labor charge to and from the veteran's residence. This service/labor shall include all mounting hardware (i.e., nuts, bolts, and anchors, etc., disposal of boxes, plastic, etc)

5. Contractor Telephone Accessibility (DME) The Contractor shall provide a toll free number and local phone number for veterans, their caregivers and the VAMC/VHCS and/or agrees to accept telephone orders from the VAMC/VHCS for service on a collect-call basis, if the Contractor’s place of business is located beyond the local telephone call zone of the hospital.

6. Contract Administration:

6.1 The contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and e-mail system with PKI Encryption (preferred method) in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with e-mail access shall be kept secure and out of the public view to maintain the safety and security of our Veterans confidential medical information.

6.2 Payment Processing: Payments for Task Orders shall be by Government Purchase Card and/or 2237. The contractor shall accept electronic copies of Task Orders and have a secure fax line to secure the patient identifiable information (PII) or Patient Health Information (PHI). The contractor must have Class II Visa software to be compatible with VA billing requirements for all credit card payments. Government purchase card shall not exceed micro purchase threshold of $10,000.00. The contractor’s invoices for delivery/repair shall be on letter head and indicate:

6.2.1 The contract number and purchase/delivery order number

6.2.1 Veteran’s last name and first initial and last four digits of social security number

6.2.1 Date service was requested

6.2.2 Completion date of service

6.2.3 Detail of work accomplished

6.2.4 Type of equipment (i.e. delivered, repaired, picked up, new, refurbished, etc.)

6.2.5 Model number of equipment

6.2.6 Serial number of equipment

6.2.7 Total cost of service charge (itemized if necessary)

6.2.8 A copy of the Certification of Delivery form

6.2.9 VA official authorizing bed repair

6.2.10 Equipment Delivery and Safety Check Confirmation document

6.2.11 Signed statement of acceptance and understanding by the Veteran 6.2.12 Signed certification of equipment placement is positioned as safely as possible within the home environment to prevent falls.

6.2.13 Certification of home environment safety checklist, (electrical plugs, safety placement for place equipment)

6.3 Contractor Point of Contact: The contractor shall provide a point of contact that the Department of Veterans Affairs may contact during the period of this contract for prompt action on matters pertaining to the administration of this contract.

6.3.1 Name:

6.3.2 Title:

6.3.3 Address:

6.3.4 Phone:

6.3.5 Fax:

6.3.6 E-mail address:

6.4 Key Administrative Contacts: A list of key administrative contacts with phone numbers/email addresses for each VA facility shall be provided within 5 business days after contract award. There shall be a key person and a back-up person from each facility.

7. Service Hours Expectations (DME)

7.1 Normal Hours. The majority of the requests for service shall be between the hours 8:00 am until 4:30 pm, Monday through Friday.

7.2 Emergency after hours or weekend service shall be brought to the attention of the Contracting Officer’s Representative (COR) before close of business the next workday, after emergency.

7.3 Full Services. The contractor shall provide coverage seven days per week, 24 hours per day, including Federal holidays.

7.3.1 Federal Holidays (11) are: New Year’s Day; Martin Luther King Jr. Day; Presidents Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day. Federal Holidays are also listed on the following website: http://www.opm.gov/fedhol. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed the U.S Government agencies.

8. Equipment and Supplies:

8.1 VA-Owned equipment includes, but not limited to, the following list of durable medical equipment. VA-owned equipment may be delivered directly to the contractor’s warehouse by the Government or Government supply sources to include private industry suppliers.

The Contractor shall pick up VA-Owned equipment from VA facilities in Carolina and San Juan Warehouse as directed by the COR.

8.1.1 Home Care Beds, manual

8.1.2 Home Care Beds, Electric – including side rails

8.1.3 Mattresses, Foam, Innerspring, Specialty (Dry, Gel, Water, Air, Powered Press Reducing, Non-Powered Press Reducing)

8.1.4 Trapeze Assemblies (floor and bed mounted)

8.1.5 Over-bed Tables

8.1.6 Slings, for patient Lift, transfer patient

8.1.7 Bathroom equipment ( safety frame, etc, no grab bars)

8.1.8 Other

8.1.9 Chair, multi-position rec.

8.1.10 Wheelchairs, Manual/Electric/Power – including charger

8.1.11 Scooters

8.1.12 Ramps, portable

8.1.13 Home Safety Equipment; and,

8.1.14 Any other Durable Medical Equipment considered by PSAS to be needed in order to maintain and improve the veterans’ quality of life and overall health while being treated at his/her own home (e.g. patient lift, exercise bicycle, shower chair, etc.).

8.2 When there is a change in contractors, it is the responsibility of the new contractor to pick up all government-owned equipment and supplies from the previous contractor. These shall be stored at the new contractor’s facility. The COR shall coordinate the change in storage locations with the previous contractor and the new contractor.

9. Equipment Cleaning/Disinfecting (DME)

9.1 The contractor shall sanitize all DME with an appropriate disinfectant solution that meets Joint Commission, CMS and/or manufacturer disinfectant standards for durable medical equipment. Cleaning is preliminary to disinfecting. The manual process usually involves surface cleaning to remove gross soil from the object and reduce the number of microorganisms for the object to a level, which is considered safe for human use.

9.2 The contractor shall disinfect/sanitize according to the following:

9.2.1 Joint Commission Infection Control (IC) Standards;

9.2.2 Manufacturers’ established guidelines;

9.2.3 Contractor’s policies and procedures – in line with manufacturers’ guidelines and Department of Veterans Affairs guidelines on reusable medical equipment. 9.2.4 Also, incorporated US Title 29 Code of Federal Regulations (CFR), Part 1910 (Dated July 1, 1998). Title 29 CFR, Part 1910 may be viewed at the internet website: http://www.access.gpo.gov/nara/cfr/cfr-table-serach.html#page1

9.2.5 The contractor shall ensure that returned DME shall be cleaned, sanitized and dried to prevent corrosion/rusting before reissue utilizing sound infection control techniques. Clean plastic sheeting should cover all clean equipment.

9.2.6 Maintain Material safety data sheets (MSDS) for all chemical agents used in the cleaning, sanitizing and disinfecting of HME.

9.3 The contractor shall comply with the appropriate provisions of the VHA Directives on RME (Reusable Medical Equipment).

10. Storage Facility (DME):

10.1 The contractor shall provide a clean, pest/rodent free, secure, contained area to accommodate the storage of miscellaneous Government Owned supplies and equipment covered under this contract . Contractor shall provide a minimum of 3,500 square feet of storage space. Storage areas must conform to all applicable State, Local and National Fire Protection Association (NFPA) codes.

10.2 Contractor-provided VA storage area for DME devices shall be separate from other areas of storage being used by the Contractor and clearly tagged (marked) as VA section. Each VAMC/VHCS location shall be clearly marked with the VA station number. The contractor shall clearly label and separate new and used VA equipment by each facility. Each piece of equipment shall be tagged with the make, model, serial number, date received, last name and last four of previous user and covered with plastic for protection. All equipment, parts and supplies shall be arranged in such a manner as to afford immediate inspection of all appliances and supplies for inventory reconciliation.

10.3 The contractor shall, at no time, intermingle or use VA durable medical equipment and supplies with equipment or supplies from non-VA activities.

10.4 Clean and dirty areas shall be identified, clearly marked and separated using a JC approved divider and protective covering. Items that have been cleaned, refurbished and repaired shall be identified as such and stored separately from those recently recovered awaiting necessary cleaning, etc.

10.5 Prior to being placed in the clean equipment storage area, all recovered equipment shall be cleaned and disinfected using an appropriate cleaning solution according to manufacturer’s instructions; checked for proper operation, safety, serviceability; and covered with plastic (unless it is stored in a closed box) for protection. The Contractor shall store all home care equipment supplied by the VAMC/VHCS as long as equipment is usable and of value to the VA during the contract period. The COR makes the determination regarding an item’s usefulness.

10.6 NOTE: Any equipment disposed of, e.g. any equipment deemed worn or beyond repair, shall be listed, serialized and documented to the COR. This list shall be approved by the COR before disposal in accordance with VA equipment excessing policy (PPM). There shall be no additional charge for the delivery of excessed/condemned device/equipment/supplies to the VA.

11. Inventory Management

11.1 The contractor shall perform an inventory, with the VA COR or designee of all DME upon commencement of the contract. This inventory shall be conducted jointly by the COR or designee and the contractor and signed by both parties.

11.1.2 The inventory documentation shall fully identify each item by the following:

11.1.1.1 Patient Name

11.1.1.2 Patient last four of Social Security Number (SSN)

11.1.1.3 DME Nomenclature

11.1.1.4 Serial and Lot Numbers (if applicable)

11.1.1.5 Make and Model Number

11.1.1.6 Physical condition (new/used)

11.1.1.7 Date received

11.1.1.8 Location (clean storage, temporary storage or VA beneficiaries’ homes)

11.1.1.9 Price when purchased, if available.

11.1.1.10 Appropriate HCPC code.

11.1.1.11 Name of the VAMC/VHCS the equipment belongs to.

11.1.1.12 Items in possession of the Contractor which are not available for reissue shall also be identified and the reason for their non-availability noted.

11.1.3 The contractor shall also maintain a cumulative log of DME issued during the contract period. The log shall contain the following information:

11.1.3.1 Date received

11.1.3.2 Date issued

11.1.3.3 Date reclaimed/picked up

11.1.3.4 VA beneficiary’s initials and SSN

11.1.3.5 Make, Model and Serial Numbers

11.1.3.6 PO number for delivery authorization

11.1.3.7 PO numbers and invoice numbers (for drop shipments by VA to the vendor)

11.1.4 The contractor shall establish and maintain a secure and electronic database and system of inventory control to protect and preserve all DME and PII.

11.1.5 An electronic, computerized, up-to-date database of all inventory transactional data shall be maintained by the contractor with read access to the VAMC/VHCS. The contractor shall provide VAMC/VHCS a computer generated inventory of equipment in storage, with the location and quantity to the appropriate Prosthetics Service on a weekly basis.