B.1 Revised Contract Administration Data_091125.docx

B.1 REVISED CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637

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

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 questions 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

iii. Invoice Submission:

Invoices shall be submitted monthly to the NF/SGVAHS PSAS and received no later than the tenth (10) calendar day of the month following in which home oxygen was provided. The billing period will be from the first day of each month through the last day of the month. Electronic Invoice Format shall be provided to the Contractor to ensure compatibility for processing utilizing VHA VA IMPACT Billing Software Macro. All invoice supporting documentation shall be provided as a PDF and include the contract number, full and complete name of the patient, last four of the patient’s social security number, servicing VAMC site, item HCPC code-item description, itemized items provided to include each item provided with quantities, cost and service date. In conjunction with the invoices the Contractor shall submit scanned documentation. To include home environmental inspections for safety; care plan, communication of patient rights and responsibilities, instructions on the care, use and maintenance of equipment; documentation of equipment checks, preventive maintenance, service report for each patient visited during the billing period; as well as itemized signed delivery tickets by a patient or patient representative for receipt of oxygen liquid fills, replacement cylinders, all equipment and supplies received. Individual single monthly invoices for services performed shall be submitted for each veteran. Failure to provide “proof of delivery” via signed service, delivery tickets will result in non-payment.

An Invoice Summary will be provided for each VAMC site to include total number of patients for that area, item description, item quantity total, item total price and a grand total for all individual invoices.

For an initial or restart delivery a one-time setup fee will apply for delivery of all equipment ordered. (e.g. a VA-owned concentrator with portable B tank and H backup tank, a one-time setup fee will apply). Charges for refills of cylinders shall be submitted for each individual patient with the monthly invoices.

Invoices for equipment delivered to the VAMC Pulmonary Department or other VA locations, repair of VA-Owned equipment charges and other charges reviewed and approved by the COR which are not patient-specific, will be submitted on a separate detailed invoice, to include services provided thirty (30) days in arrears with supporting documentation, proof of delivery with signature of VA employee; equipment type, amount and charges and dates of service to be received no later than the 10th of each month.

The NF/SGVAHS will review equipment documentation and will not pay for supplies or equipment that was not prescribed for that Veteran/patient. Any service or delivery of equipment and supplies provided on an expired prescription is unauthorized and will not be paid. This includes excesses, without prior, case by case, authorization by the COR or ordering clinic. If it is evident that an unauthorized delivery made in a previous month was paid for by the VA, the contractor will refund the erroneously billed amounts to the VA.

At No-Time should a contractor or their representative bill third-party insurance sources for services rendered to Veteran/patient, enrolled under this contract. This will be considered fraudulent.

Payments shall be made monthly in arrears based upon the VAMC’s certification of properly submitted invoices. Invoices submitted for more than 31 days in arrears will not be paid. Payment cannot be made for services not yet rendered. The VA reserves the right to change the billing frequency and invoice format based on the needs of the NF/SGVAHS. Invoices for services rendered, oxygen, supplies and medical equipment ordered by the NF/SGVAHS preferably will be provided on CD-ROM disc, mailed or hand carried to the following address:

Malcom Randall VA Medical Center Prosthetics & Sensory Aids Service (121) 1601 S.W. Archer Road Gainesville, FL 32608

(352) 548-7181

No charge will be made by the Contractor after the effective date of expiration of the contract. If a change in vendors occurs, the Contractor shall have thirty (30) calendar days to pick up their equipment. The thirty (30) days will begin upon notification by the NFSG COR.

The Contractor shall not deliver or bill patients for oxygen use above what has been authorized. The Contractor is to notify the COR/CO within two (2) business days if a noticeable change in the patient’s oxygen needs occurs. Changes will not be provided without prior authorization by phone, fax or email with updated authorization.

Failure to make an oxygen delivery due to inability to access the patient’s residence because of missed appointment date/time will not result in added trip cost including “out of area” patients.

Prices quoted shall be all inclusive of deliveries and transportation within the fifty-one (51) county catchment areas, and equipment, safety inspections, repairs, maintenance, and in-service training for patients to include patient education.

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:

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The contractor agrees to provide Home Oxygen services in accordance with the terms, conditions, and provisions stated herein at the prices specified in the Schedule of Supplies/Services. Proposed Contractor shall have a service office and warehouse within 20 miles of the Malcolm Randall VA Healthcare System. Payment for home oxygen services shall be based monthly in arrears. VA Form 1358 will be used to obligate the estimated monthly amount of supplies and services. The service will review the monthly invoices prior to payment to ensure the vendor used the proper pricing (established in the below B.2 Price/Cost Schedule) and the quantities of supplies and services are valid.

The guaranteed minimum contract amount, including the base period and any ordering period exercised, is $1000.00 and the maximum contract amount, including the base period and any ordering period exercised, shall not exceed $15,000,000.00. A task order shall be issued at the start of each ordering period and orders will be placed by Prosthetic Representative or Respiratory personnel.

ESTIMATED QUANTITIES: The quantities listed in the Price Schedule below 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. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contact.

PLACEMENT OF ORDER: Ordering officers (OOs) will be authorized to place orders against this contract. The Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum upon issuance of the contract. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or designated OO may result in loss or delay in payment for supplies/services provided under such orders.

Individual orders for Home Oxygen may be authorized by phone/fax/email by the following Ordering Officers appointed by the Contracting Officer in writing.

· Home Oxygen Clinic Coordinators

· Clinical Respiratory Supervisors

· Pulmonary Physician