36C24920Q0085-001.docx

36C24920Q0085

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24920Q0085 04-10-2020 Sascha Hertslet - sascha.hertslet@va.gov 615-225-6664 05-12-2020 10:00 90C Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway Suite 400 Murfreesboro

TN

37129 X X 621610 $16.5 Million X N/A X Veteran Beneficiary's Home in subject VAMC's Area of Responsibility (Select which VAMC you want to support)

90C Department of Veterans Affairs Network Contracting Office - 9 1639 Medical Center Parkway Suite 400 Murfreesboro

TN

37129

90C FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135 See CONTINUATION Page This solicitation is conducted in accordance with (IAW) the procedures of FAR part 12 and FAR subpart 13.5. This is 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) Contractors to submit offers to meet the VA's need for Home Durable Medical Equipment (DME) Services for eligible Veteran Beneficiaries serviced by the VA Medical Clinics mentiond in this solicitation.

The period of performance is for five years from 10/01/2020 to 09/30/2025, covered by a fixed price Indefinite Delivery Indefinite Quantity (IDIQ) contract paid with the Government Purchase Card (GPC).

The VA reserves the right to make single or multiple awards.

Offerors may submit offers for one or multiple sites.

Review entire document to understand the submission and evaluation requirements. Failure to do so will deem the offeror to be non-responsive and removed from award consideration.

See CONTINUATION Page X

MONICA THOMPSON

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C249 MONICA E. THOMPSON Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

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

B.2 PRICE/COST SCHEDULE

PERIOD OF PERFORMANCE: 04/01/2020 – 03/31/2025

The contractor shall provide all resources required to provide the services below and in accordance with the Statement of Work (SOW).

The contract’s maximum amount is estimated to be 3.4 million dollars The contract’s minimum guaranteed amount is 2,500.00 dollars The contract line items below (CLIN) will have the following FIVE ordering periods to support the five-year term of this contract:

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 2: 10/01/2020 – 09/30/2022

ORDERING PERIOD 3: 10/01/2021 – 09/30/2023

ORDERING PERIOD 4: 10/01/2022 – 09/30/2024

ORDERING PERIOD 5: 10/01/2023 – 09/30/2025

CLIN STRUCTURE:

CLIN X001 – INDIVIDUAL TRIPS: The price of this line item includes all costs and profit required for scheduling the delivery or pick up appointment with the patient or his/her caregiver; storage, delivery, assembly, set-up, installation and adjustment of DME; reclaiming the DME (including disassembly, uninstallation and pick up); providing patient instructions for use, care, maintenance & basic troubleshooting of the DME; and completing a delivery certification.

CLIN X002 - INDIVIDUAL TRIPS FOR TWO PEOPLE: The price of this line item includes all costs and profit required for scheduling the delivery or pick up appointment with the patient or his/her caregiver; storage, delivery, assembly, set-up, installation and adjustment of DME; reclaiming the DME (including disassembly, uninstallation and pick up); providing patient instructions for use, care, maintenance & basic troubleshooting of the DME; and completing a delivery certification.

CLIN X003 - REPAIR & MAINTENANCE SERVICES: The price of this line item includes all costs and profit required for hourly repair or maintenance services that will be performed on the DME at the contractor’s facility or patient’s home during normal business hours.

CLIN X004 - EMERGENCY TRIPS: The price of this line item includes all costs and profit for services that will be performed OUTSIDE of normal business hours. The price must not include charges for other services provided.

SELECTED SERVICING LOCATIONS: (Check the appropriate locations)

____ ALL

____ MEMPHIS VAMC (MEMPHIS, TN)

____ TVHS VAMCs (MURFREESBORO & NASHVILLE, TN)

____ ROBLEY REX VAMC (LOUISVILLE, KY)

____ LEXINGTON VAMC (LEXINGTON, KY)

____ JAMES H. QUILLEN VAMC (MT. HOME, TN)

ITEM INFORMATION: ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ORDERING PERIOD 1: 10/01/2020 – 09/30/2021

ITEM INFORMATION: ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ORDERING PERIOD 2: 10/01/2021 – 09/30/2022

ITEM INFORMATION: ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ORDERING PERIOD 3: 10/01/2022 – 09/30/2023

ITEM INFORMATION: ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ORDERING PERIOD 4: 10/01/2023 - 09/30/2024

ITEM INFORMATION: ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

ORDERING PERIOD 5: 10/01/2024 – 09/30/2025

36C24920Q0085

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B.3 STATEMENT OF WORK (SOW)

INTRODUCTION/BACKGROUND INFORMATION:

The purpose is to provide suitable DME to beneficiaries of the Department of Veterans Affairs (VA) at their residences. Orders for the specified services will be placed by five (5) VA facilities in VISN 9 using government purchase cards. This contract does not include purchase or rental of DME by the Government from the contractor. All DME shall be Government-owned or provided by the Prosthetics and Sensory Aids Service (PSAS). This requirement shall consist of taking the item from the Contractor’s storage facility and delivering it to the patient or may require pickup at the VA facility and subsequent delivery to the beneficiary’s home. After removal of DME from a veteran's residence, the Contractor may return the equipment to the contractor’s storage facility or the VA facility but only after performing any required service, such as cleaning/disinfection/repair of DME.

SECTION 1: SCOPE/PERFORMANCE REQUIREMENTS: SPECIFIC TASKS:

The contractor shall provide all supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, assembly/set-up, repair, pick-up and patient training/instruction-in-the-use of Government-owned Home Medical Equipment (DME). This includes the provision of emergency DME repair and maintenance services .The contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Patient Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The patients under this contract are served by five (5) VISN 9 VA Medical Centers in Memphis TN, Tennessee Valley Healthcare System (TVHS) comprised of Nashville & Murfreesboro TN, Louisville, KY, Lexington, KY and Mt Home, TN 24 hours a day, seven days a week, including holidays. The area of service shall be all patients serviced by these 5 VISN 9 VA Medical Centers, including surrounding areas, regardless of where Patient resides. Should a veteran(s) be located within a zone that is not listed for that particular VA Hospital, but is within a zone listed through a separate VA Hospital, the Government reserves the right to purchase the services from the contractor awarded the contract for the zone that the Veteran resides in. The geographical boundaries have been detailed in Section 3 herein and have been determined as the areas of responsibility/jurisdiction for each local VA Medical Center.

Task 1- Response Times:

The contractor shall contact the veteran for an appointment within 24 hours of notification from the individual VAMC's Contracting Officer Representative (COR) request for service and shall be delivered and/or picked up no later than 72 hours from date of order to deliver, unless the veteran requires a later date which will be noted in the patient record. Emergency Procedures: The contractor will provide emergency service 24-hours a day, seven days a week, including holidays. The contractor shall accept emergency telephone calls from the COR and/or the patient. The contractor shall respond to the emergency phone call within one (l) hour of notification. Service shall be completed within twenty-four hours after notification. If the patient is requesting the emergency, or service call on an equipment problem, the contractor shall notify the appropriate COR immediately thereafter of this request during VA's’ normal working hours.

Task 2- Standard of Care:

The contractor shall meet The Joint Commission on Accreditation of Healthcare Organizations (TJC or JCAHO) standards (the most current update) in the performance of this contract. Those standards include employee training in infection control; equipment selection, delivery, setup, storage, inspection, maintenance and repair; patient education, instruction, and privacy; patient and equipment file management; etc. The contractor shall be responsible for also obtaining all necessary permits and/or licenses required to perform services under this contract. The contractor shall abide by the State laws and regulations in which services are performed. The contractor shall comply with Department of Transportation (DOT) www.dot.gov/regulations.com, Federal Drug Administration (FDA) http://www.fda.gov/default.htm, National Fire Protection Transportation (NFPA) www.nfpa.orgicodes-and-standards.com, Occupational Safety and Health Association (OSHA) regulations www.osha.gov, and all current standards for suppliers of DME in the most current annual publication titled, "Accreditation Manual for Home Care" www.jointcommission.org/accreditation/home care.org.” All subcontractors are subject to the same requirements as the prime contractor. The contractor shall be responsible for verifying that education and training are consistent with applicable legal and regulatory requirements and hospital policy; that the employee is licensed, certified or registered and that the individual is knowledgeable for his or her assigned responsibilities. The contractor must provide the COR evidence of these requirements.

Task 3- Transition Period:

A 30-day phase-in/phase-out period, effective on the contract commencement date, is required in order to facilitate a potential change in contractor upon expiration of the current contract and to ensure continuity of service for patient care. This period shall be designated as a period for the transfer of patients from the incumbent to the successor contractor. A transaction schedule shall be provided to both the incumbent and successor contractor. During the phase-in phase-out period, the successor contractor shall contact the COR with a list of patients the successor contractor has set up each day. The successor contractor shall notify the incumbent contractor of these patients. The successor contractor shall provide the patients name, address and telephone number of the patient, list of government-owned equipment at patient residence and current prescriptions. The successor contractor shall not receive any payment for the patient until it is confirmed that they have completed the set-up of DME requirements. The initial month of service will be prorated. The cost of relocating existing inventory from the incumbent VA contract storage place to the successor contractor's facility shall be borne by the successor contractor. This includes any deficiencies the incumbent contractor may or may not have accomplished. Therefore, it is advised that the contractor view the storage site. Both contractors shall work closely together to assure a smooth easy transition for the patient. The square feet listed are estimates only and it is advised that the contractor visit the site(s) in order to obtain exact estimate.

Task 4 - Storage and Inventory Management The contractor shall provide and maintain adequate storage to accommodate VA-owned DME equipment including items picked up for repair. 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 item(s) in optimal condition. The government property shall be used only for performance under this contract.

The estimated cost for warehouse storage usage will be included in the Rate for Individual Trips to Zone unit cost. The minimum estimated net usable square footage is 1500. The contractor shall be responsible for determining the amount of storage space required. The amount needed shall be determined by the contractor, therefore, it is recommended that the site be reviewed, and the actual square feet ascertained by the contractor. After storage site is determined, the contractor shall contact the COR for approval.

a. The stored equipment shall be maintained in a safe, clean, dry, well-secured and orderly arrangement to prevent damage and to facilitate periodic unannounced inventory inspections accomplished by VA officials. This storage shall be provided separate and apart from all other contractor-owned equipment and supplies.

b. The contractor shall be capable of accepting drop shipments of DME at its facility that has been ordered by PSAS from various manufacturers and distributors. Upon receipt of the drop shipment, the contractor shall remove the DME from its packing/shipping cartons and inspect the DME for damages and shall notify PSAS of any damaged items within eight hours of signed receipt. If PSAS is unable to pursue a claim submission because of untimely inspection and notification of a damaged item, then the contractor shall be held liable for the repair or full replacement of the damaged items.

c. The contractor’s storage and repair facility shall be within the county of each individual medical center or a border county, due to requirements for frequent VA inspections and pickups at the medical centers. The storage facility shall be a storefront facility.

d. Six clearly delineated areas will be designated:

(1) Staging Area, - all VA owned equipment going to the contractor's facility shall be unloaded from the delivery truck into the (IN) staging area and sorted. New items shall be unpackaged if necessary, inspected for damage, and placed into the appropriate action area. All other recovered used equipment shall be placed in the Pending Assessment area.

(2) Pending Assessment Area - The equipment shall be inspected and evaluated to determine whether the equipment is worthy of reissue.

(3) Repair Area - Should repairs be needed the contractor shall submit an estimate of charges to the COR and will not proceed with work unless a separate purchase order/credit card authorization is issued. Quotes shall be itemized with parts, prices, and labor, time, and whether a FIVE (5) day turnaround for repair can be met. No charges shall be made for the estimate. Payments for labor on repairs shall be made in accordance with the price schedule for the hourly rates in the schedule. The contractor will be responsible for incidental parts, not for major parts. Travel shall be included under the trip charge.

(4) Junk/Scrap Area - All equipment which cannot be re-issued, based on excessive repair costs or being obsolete shall be kept in this area. During periodic site visits, the COR shall assess the equipment in this area to determine final disposition. Upon direction by the COR items that are determined to be scrap/junk shall be returned to the VA. The contractor shall contact the COR for time/date to deliver scrap/junk equipment. The VA shall dispose of in accordance with VA disposal procedures.

(5) Ready for Issue Area - All equipment in this area will be cleaned, disinfected, in excellent working condition and ready for issue to the patient. This equipment shall be tagged and stored awaiting instruction from the COR. Government property shall be identified and tagged with consecutively numbered permanent stickers.

(6) Staging (out) area - All equipment ready for delivery to the patient shall be placed in this area pending loading.

e. The above areas must house items in contractor’s immediate location and shall provide a full-time accessible employee with phone available from 8:00 a.m. to 4:00 p.m. Monday through Friday, excluding government holidays. The storage facility shall be wheelchair accessible. Should the patient pick up equipment/supplies from the contractor's facility when authorized by the COR, no delivery charges shall apply.

f. The storage facility shall be equipped with adequate electrical outlets for testing of electrical equipment.

g. The Contractor shall maintain an electronic detailed running inventories for all items in storage. The listing shall be legible and formatted to show type of equipment by brand name, model, serial or tag number and condition of the equipment in the following categories: Medical Equipment, Ambulation Aids, and Miscellaneous. An electronic copy of the current weekly inventory, at the close of business on the last working day of each week, shall be submitted electronically and/or faxed to the COTR of the applicable VA medical center no later than COB Friday of each week. The inventory list shall include all items issued to beneficiaries by beneficiary name, address, date of delivery and serial number, if applicable. The inventory shall separately list equipment that is ready for issue, equipment that requires repair, and equipment to be salvaged. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The contractor shall maintain an adequate bookkeeping system (approved by each COR of each VA facility) which shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility.

Task 5 - Vehicle Requirement/Shipping:

a. The Contractor shall have a covered vehicle to make pick-up and deliveries to patients. The vehicle shall be clearly marked easily identifying the contractor.

b. The vehicle shall be periodically decontaminated. The vehicle shall be clean at all times and subject to an unannounced inspection by COR of the applicable VA medical facility. It shall also be equipped to separate clean equipment from dirty. Each side shall be clearly marked as “Clean” or “Dirty” Clean equipment shall be kept in clear plastic bags. Dirty equipment shall not be kept in plastic bags. The vehicle shall be in accordance with JC standards.

c. In no event shall the contractor transport partial loads to the storage warehouse while leaving items for storage behind. The VA Chief Warehouse, shall verify, initial, and date these loads for the contractor.

d. All delivery trucks shall maintain a sufficient stock of essential and frequently used parts to facilitate repair in the home, especially repairs of manual/electric beds, patient lifts and low air loss mattresses.

e. If requested by the COR and approval of additional cost by COR and Contracting Officer, the Contractor shall ship items by parcel post or other commercial means rather than delivering with his own vehicle. The contractor shall prepay shipping charges and will submit paid freight documents with his invoice for reimbursement. The contractor shall be held liable for any loss or damage during shipment. The contractor shall provide proof of delivery on all direct deliveries. The only acceptable items are proof are listed below:

(1) Certification of receipt signed by the beneficiary

(2) Signed Bills of Lading

(3) Freight Bill

(4) United Sta

(5) Signed Receipt from the Carrier

(6) Signed Certification by contractor that (UPS, Fed Ex, other) was utilized.

f. If equipment is drop-shipped to a patient home from the equipment manufacturer, for patients within the PSA, the contractor may be instructed to set-up/assemble and provide the same training and care as a delivered piece of equipment.

Task 6 - Delivery/Removal of Equipment:

a. The COR shall initiate trips for pick-up and delivery with the contractor, by means of a VA pickup and delivery form which will be submitted by each individual medical center. The Government may fax the request or if contractor is set up with PKI they may send by e-mail. The contractor shall be furnished the name, last four of the Veteran beneficiaries social security number, address and phone number of the individual to whom deliveries/pick-ups are intended. The contractor shall be responsible for verifying the address of the veteran and ensuring that he is home when delivery is scheduled. The VA assumes no liability for additional trips required if the veteran is not at home when deliveries are attempted. The contractor shall maintain a trip log enabling the COR to verify trips scheduled on a given day. Trip cost shall be determined at the time the delivery/pick-up authorization is prepared and provided to the Contractor. Items for delivery shall be picked up at the VA Medical Center warehouse and/or Contractor’s place of storage. Occasionally, it shall be necessary for the Contractor to pick-up equipment from the veteran’s residence and deliver it back to the Medical Center/place of storage.

b. For trips requiring either delivery or pick-up, the cost is based upon the trip charge listed in the pricing schedule. For trips requiring delivery and pick-up at the same residence, only one trip will be paid for. The contractor shall pick-up government-owned equipment from the VA designated area and store the equipment within his place of business at no additional pickup/delivery charge. When more than one pickup or delivery is required in the same or related area, the contractor agrees to coordinate such trips with the VA and charge for a single trip. Trip charges includes all mileage.

c. All deliveries/pickups for the patient shall be made between the hours of 8:00 a.m. to 6:00 p.m. Monday through Saturday, unless prearranged by the veteran or authorized representative with the contractor. Telephone calls to schedule appointments shall also only be made between the hours of 8:00 a.m. to 6:00 p.m. Prior to each delivery or pickup arrangements shall be made with the veteran, advising him/her of the approximate time of arrival. If an unforeseen situation arises that shall delay the contractor's time of arrival, contact shall be made with the veteran notifying his/her of the same. If the pick-up/delivery call is made more than 24 hrs in advance, the Contractor must make a reminder call within 24 hrs of the scheduled pick up/delivery.

d. The Contractor personnel shall wear photo identification badges and vehicle identification when providing services or making deliveries to patient's home. Such badges shall show the company name, employee's name, and the employee's picture. The patients served by this facility may have significant physical disabilities or chronic illnesses that in many cases influence their behavior and lifestyle. It is of the utmost importance that the highest level of professionalism be demonstrated when patient/caregiver contact is made. The contractor is expected to demonstrate concern, compassion, and patience with each contact. The contractor should incorporate special training on working with older patients for all staff providing services under this contract. The contractor shall ensure that all personnel providing services under this contract are properly trained and have demonstrated an acceptable level of skill in setting up and instructing patients and caregivers in its safe and proper use. Beneficiaries shall not be solicited at any time.

e. The contractor shall set up/install DME equipment as instructed by the designated COR. The area of set up is the veteran’s preference. The contractor shall prepare the site in the patients’ home and unpack and assemble the equipment in a usable condition. The contractor is responsible for removing all packing materials that are on-site. No additional charges shall be made for installation of new equipment or supplies. Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government. The Contractor shall ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment of related trip to complete the delivery. The contractor is not expected to relocate veteran’s furniture to make space for equipment being delivered. The Contractor shall provide Veteran’s rights/responsibilities package along with the invoice and return to the applicable purchase card holder.

f. The contractor shall check the adequacy of the electrical outlets in the patient’s home. Electrical outlets will be inspected and tested to ensure that voltage level is adequate for the item being installed, polarity is correct, ground is present, and the outlet is in good physical condition. A voltmeter shall be used to perform these tests. If the outlets are adequate but not grounded, a three-prong plug shall be provided and/or installed by the contractor. Unsafe electrical conditions shall be immediately reported to the COR. If the home cannot accommodate the electrical requirements for the DME in accordance with manufacturer specifications, delivery shall be deferred until identified electrical deficiencies can be corrected. No electrical equipment shall be installed or left in the patient’s home without specific instructions from the COR. The patient shall be informed of the need to have the electrical system evaluated and upgraded/repaired by a qualified electrician.

g. Permanent installation to walls, ceilings, floors, etc. is specifically excluded from this contract. The contractor shall not proceed with the work unless authorization is issued from the COR. No charges shall be made for the estimate. The VA reserves the right to reject the Contractor’s estimate and may procure these services from a separate contractor. The contractor’s staff shall be alert to structural or environmental problems which might make installation unsafe. The contractor shall provide written documentation and acknowledgement by patient or any unsafe condition that cannot be corrected.

h. If, through no fault of the Contractor, the veteran refuses acceptance of the equipment being delivered after the Contractor has made the trip, payment shall be made on the same basis as though delivery had been made. The Contractor shall contact the COR immediately for re-authorization in all cases prior to re-delivery for all refusals. The contractor shall obtain the veteran/caregiver signature of refusal, state the reason for refusal and submit it with the next monthly invoice.

Task 7 - Patient Education:

a. The contractor shall set up, assemble, adjust, and instruct the patients and/or caregivers in the use and care of the equipment using the JC standards as defined in the most current Comprehensive Accreditation Manual for Home Care. The contractor shall provide instructions to the patient and/or caregiver in the safe and appropriate use of the medical equipment being supplied. Instruction shall include basic home safety, patient rights and responsibilities, when and how to contact the contractor for repairs and emergencies, storage and handling of the involved equipment, and electrical safety. A copy of the instructions shall be signed by the patient or caregiver to certify that the instructions were provided and were clearly understood.

b. An adhesive tag will be attached to the equipment designating "VA Property" if applicable, and contain the Company Name, Address, and Telephone Number for the patient to reach in an emergency.

c. The contractor shall provide an Emergency Preparedness Plan to prevent interruption of services, universal precautions and proper cleaning and storing of the DME. Provide copies of pertinent literature concerning those items with significant safety hazards, such as respiratory equipment, suction machines, etc. A file copy of the above shall be provided to the COR of each applicable VAMC.

d. The contractor shall provide a demonstration of correct use and must observe a return demonstration from the patient/caregiver.

e. The contractor shall provide patient’s rights/responsibilities package to patient/caregiver. The top cover sheet shall be signed and returned to the VA facility's applicable invoice.

Task 8- Contractor Policies and Procedures

a. The contractor shall have in place written procedures for delivery, recovering, receiving, segregating, and cleaning DME which is appropriate to the equipment according to manufacturer's instructions, and disinfecting of items which are stored/reused. Written procedures shall be in place for disposal of equipment or supplies designed for single patient use only, i.e. egg crate mattresses. All equipment shall be labeled or tagged and dated to document such procedure.

b. The contractor shall maintain inspection reports of vehicles and various written plans and procedures used in performance of this contract such as:

(1) Permits, licenses as necessary

(2) Education training records of personnel, orientation and ongoing.

(3) Accident and incident reporting

(4) Patient education rights and responsibilities

(5) Quality improvement

(6) Equipment management

(7) Fire and emergency preparedness planning

(8) Handling patient complaints

(9) Recall procedures

(10) Infection Control, including care/service

(11) Universal precautions (policy and procedures) including personal hygiene, precautions, aseptic techniques and communicable infections.

(12) Safety and occupational health proceedings

(13) Electrical safety process

(14) Patient care record, satisfaction, survey, and confidentiality

c. The contractor shall maintain an equipment management file for all VA issued equipment. These records shall remain the property of the VA. The folder shall include but is not limited to:

(1) The serial number, and model number of the delivered item.

(2) Any present/prior history of repairs to the item

(3) Who currently has possession of the item(s)

(4) Documentation of decontamination, if applicable

d. All policies and procedures, and all employment orientation records for each employee involved in work under this contract, certificates of education, copies of all in-service training, position descriptions, and performance appraisals will be submitted to the COR and available for review by the VA. The contractor shall ensure the documentation exists to support job assignments, training, orientation, and experience of all staff. The contractor shall provide training letters of personnel as to certification of installing and repairing of hospital beds, manual and powered wheelchairs, patient lifts, specialty mattresses, etc.

Task 9 - Patient Records Patient folders shall be set up on each patient receiving any durable medical equipment. These folders remain the property of the VA and returned to the VA at the expiration of the contract. These folders shall be kept separate from and not mixed with other vendor business and/or client files.

a. The contractor shall maintain a VA beneficiary account folder in compliance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). All beneficiary files are subject to review by the COR or Contracting Officer and accreditation surveyors on behalf of the VA during accreditation surveys or consultation. As a minimum the beneficiary folder shall adhere to current Joint Commission and CMS standards for Veteran record keeping.

b. Copies of all Veterans' records shall be made available to the COR upon request.

c. This folder shall contain identification of the patient, name and telephone number of the family member or authorized caregiver to be contacted in the event of an emergency or death. This folder will include but not be limited to:

(1) Documentation of set up and delivery

(2) Documentation of patient receipt of patient rights/responsibilities.

(3) Documentation of patient education and safe home environment - required safety measure to protect patient from injury.

(4) Documentation of plan of service/care.

(5) Folders will be annotated with all coordinating medical services.

(6) Recall plan

(7) Assessments

(8) Invoices

(9) Individualized plan of treatment by patient physician or other individual as allowed by law and organization policy.

Task 10 - Contractor Rights and Responsibilities

a. All formal training required shall be administered/instructed by the contractor by persons who are certified as being qualified to instruct or teach the specific subjects or topics required whether by the appropriate manufacturer or a person who is a trained trainer of the manufacturer. Certifications shall be in the form of a certificate issued by an accredited institution of learning (school, college, university); a governmental (Federal, State, County) educational certification body (agency, board, commission). Any documentation other than the above must be approved by the COR to assure that the person instructing has sufficient experience with the subject to be able to instruct the subject in an authoritative, practical and current manner. The certificate should note the name of the employee individually who has been trained.

b. The contractor shall have employees providing services under this contract who have certification of repair training from at least one major supplier of each for motorized wheelchairs, patient lifts, specialty mattresses and electrical beds. The contractor shall be asked to furnish proof of such certification. Within fifteen (15) calendar days after award of the contract, the contractor shall provide the Contracting Officer with a list of all employees involved in any portion of this contract. Each employee’s listing shall indicate all training applicable to this contract. Photocopies of training certificates for each current and future employee(s) shall be provided with the employee list.

c. If a new or reassigned employee begins any involvement with equipment covered under this contract, the contractor shall notify the Contracting Officer in writing within seven (7) calendar days of that involvement and submit the required photocopies of documentation of training.

d. Training must include adequate site preparation of the home environment.