S02 - 36C25025R0036 Document 12.31.24 1.docx

36C25025R0036

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

12-26-2024 Roach, Andrea J.

734-222-4362 01-13-2025 10:00

EST

Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105

X

532283 $41 Million

N/A

Department of Veterans Affairs Richard L. Roudebush VA Medical Center 1481 W. 10th Street Attn: Prosthetics Indianapolis IN 46202 Y Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105

All payments will be made through use of Government Purchase Card (GPC).

See CONTINUATION Page Contractor shall provide Durable Medical Equipment (DME) Delivery, Storage, and Maintenance for the state of Indiana & Michigan its catchment areas in accordance with the Performance Work Statement for the period of one (1) base year and four (4) option years.

As a result of this solicitation, the Government intends to make multiple awards with two (2) Indefinite-Delivery Indefinite-Quantity (IDIQ) Contracts separated by Indiana VAMCs and Michigan VAMCs in accordance to geographic service area.

All questions shall be submitted in writing via email to the Contract Specialist indicated in Section E herein 14 days after the solicitation is issued. Phone calls will not be accepted.

Offerers that do not provide ALL information listed in Section E Instructions for Submission of Offerers may be determined noncompliant and may not be considered for award.

$0.00

See CONTINUATION Page

One(1)

Lisa Bailey

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. Contractor:

Contractor Name

Contractor Address

Contractor Main Phone

Contractor Primary POC

Contractor Primary POC Title

Contractor Primary POC Phone

Contractor Primary POC Email

SAM ID Number

Tax ID Number

Business Size

National Contract (if applicable)

b. Government:

Veterans Health Administration Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor, MI 48105

Veterans Health Administration Network Contracting Office (NCO) 10 8888 Keystone Crossing Blvd Indianapolis, IN 46240

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. Secure Fax: All faxes regarding this contract shall contain the following on the coversheet:

This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

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

AMENDMENT NO DATE

B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING

BILLING AND INVOICING

1. In accordance with this contract, all services shall be billed in accordance to the price schedule.

2. Contractor shall only bill for services rendered and for line items delivered.

3. A proper invoice that is submitted for payment, shall be accepted and certified for payment if:

i. Monthly invoice is submitted in arrears, no later than the 20th business day of the following month that services were rendered.

ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

a. Name and Address of the Contractor

b. Invoice Date and Invoice Number

c. Contract Number

d. Contract Order Number

e. Purchase Order Number

f. Date Range of Services Provided

g. Description of Services Provided

h. Line/Sub-Line Item number(s) of services provided

i. Quantity of each Line/Sub-Line Item

j. Unit Rate for each Line/Sub-Line Item

k. Total Cost for each Line/Sub-Line Item

l. Total Invoice Cost

4. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.

i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

ii. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.

B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed $250,000.00 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

Each contractor whose contract award is estimated to exceed $250,000.00 requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive and email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.

Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the governments evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.

B.4 PRICE/COST SCHEDULE

The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The guaranteed minimum is $2,500.00. The Government does not guarantee, nor is it obligated, to place any orders under this contract in excess of the guaranteed minimum. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $16,900,000.00. This contract is anticipated to be a multi (2) award. Individual task orders will be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor. Offerors shall offer pricing for the entire estimated quantity for each CLIN.

The minimum guaranteed amount shall be expended in the initial fiscal year in which this contract is awarded through the use of Government issued Purchase Card (GPC).

Contractor must fill out the attached document, Price-Cost Schedule – IN & MI DME Services. The document must be returned to the contracting officer as part of the proposal.

Geographic Area A is in green and Geographic Area B is in yellow. Totals for each option need to be in the boxes associated with the color. Please complete the price schedule attached in section D.

Geographic Area A - Base Year

Option Year One (1)

Option Year Two (2)

Option Year Three (3)

Option Year Four (4)

Aggregate Total (Base + Options, if exercised)

Geographic Area B -Base Year

Option Year One (1)

Option Year Two (2)

Option Year Three (3)

Option Year Four (4)

Aggregate Total (Base + Options, if exercised)

Page 1 of

B.5 PERFORMANCE WORK STATEMENT

Veterans Integrated Service Network 10 Michigan and Indiana Durable Medical Equipment

PART 1

GENERAL INFORMATION

1.0 Background: The purpose of this contract is to provide prescribed, government-owned durable medical equipment (DME) to patients of the Department of Veterans Affairs (VA) at their residences. The contractor shall furnish all necessary labor, materials, and equipment to assemble, clean, refurbish, and store DME equipment. The contractor shall also provide delivery, set-up, repair, in-house instruction and patient education, and/or pick-up of government-owned items and equipment for beneficiaries of the Veterans Integrated Service Network (VISN) 10 Michigan and Indiana geographic area. See section 1.2.3 of this Performance Work Statement (PWS) for the list of geographic areas serviced in accordance with the contract.

1.1 General Requirements

1.1.1 Hours of Operation: The contractor shall be available for routine contact and receiving orders Monday through Friday from 8:00 AM local time to 4:30 PM local time, excluding recognized holidays, which are listed in section 1.2.2 of this PWS. The contractor shall be available by phone for emergency deliveries and repairs 24 hours per day, seven days per week, including on holidays. The contractor shall provide the patient, VISN 10 Michigan and Indiana VA Medical Center (VAMC), and/or Community-Based Outpatient Clinic (CBOC) with a method of contacting the contractor 24 hours per day.

1.1.2 Recognized Holidays**

Independence Day

**and any other day declared by the President of the United States as a federal holiday**

1.1.3 Place of Performance: The work to be performed under the contract shall be performed in the below-listed geographic service areas. Each geographic service area is listed under the servicing VAMC.

1. Geographic Service Areas (a)

Richard L. Roudebush VA Medical Center, Indianapolis, Indiana

County

Bartholomew, IN

Benton, IN

Boone, IN

Brown, IN

Carroll, IN

Clay, IN

Clinton, IN

Decatur, IN

Greene, IN

Hamilton, IN

Hancock, IN

Hendricks, IN

Henry, IN

Jennings, IN

Johnson, IN

Lawrence, IN

Marion, IN

Martin, IN

Monroe, IN

Montgomery, IN

Morgan, IN

Owen, IN

Parke, IN

Pulaski, IN

Putnam, IN

Rush, IN

Shelby, IN

Sullivan, IN

Tippecanoe, IN

Vermillion, IN

Vigo, IN

White, IN

(b)

VA Northern Indiana Health Care Systems (NIHCS), Fort Wayne, IN / Marion, IN

County

Adams, IN

Allen, IN

Blackford, IN

Cass, IN

Defiance, OH

DeKalb, IN

Delaware, IN

Elkhart, IN

Fulton, IN

Grant, IN

Howard, IN

Huntington, IN

Jay, IN

Kosciusko, IN

LaGrange, IN

Madison, IN

Marshall, IN

Miami, IN

Noble, IN

Paulding, OH

Randolph, IN

ST Joseph, IN

Steuben, IN

Tipton, IN

Van Wert, OH

Wabash, IN

Wells, IN

Whitney, IN

Williams, OH

(c)

VA Ann Arbor Health Care System, Ann Arbor, Michigan

County

Fulton, OH

Genesee, MI

Hancock, OH

Henry, OH

Hillsdale, MI

Jackson, MI

Lenawee, MI

Livingston, MI

Lucas, OH

Monroe, MI

Ottawa, OH

Sandusky, OH

Seneca, OH

Washtenaw, MI

Wood, OH

(d)

Battle Creek VA Medical Center, Battle Creek, Michigan

County

Allegan, MI

Barry, MI

Berrien, MI

Branch, MI

Calhoun, MI

Cass, MI

Clinton, MI

Eaton, MI

Ionia, MI

Ingham, MI

Kalamazoo, MI

Kent, MI

Mason, MI

Mecosta, MI

Montcalm, MI

Muskegon, MI

Newaygo, MI

Oceana, MI

Ottawa, MI

ST Joseph, MI

Van Buren, MI

(e)

John D. Dingell VA Medical Center, Detroit, Michigan

County

Macomb, MI

Oakland, MI

Sanilac, MI

ST Clair, MI

Wayne, MI

(f)

Aleda E. Lutz Saginaw VA Medical Center, Saginaw, Michigan

County

Alcona, MI

Allen, OH

Alpena, MI

Antrim, MI

Arenac, MI

Bay, MI

Benzie, MI

Charlevoix, MI

Clare, MI

Crawford, MI

Cheboygan, MI

Emmet, MI

Gladwin, MI

Gratiot, MI

Grand Traverse, MI

Hudson, MI

Iosco, MI

Isabella, MI

Kalkaska, MI

Lake, MI

Lapeer, MI

Leelanau, MI

Manistee, MI

Midland, MI

Missaukee, MI

Montmorency, MI

Ogemaw, MI

Osceola, MI

Oscoda, MI

Otsego, MI

Presque Isle, MI

Roscommon, MI

Saginaw, MI

Shiawasee, MI

Tuscola, MI

Wexford, MI

1.1.4 Contracting Officer’s Representative: The Contracting Officer’s Representative (COR) will be identified by separate delegation memorandum. The COR monitors all technical aspects of the contract and assists in contract administration. The CO will issue a delegation memorandum to the COR and a copy will be provided to the contractor. This delegation will state the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract.

1.1.5 Quality Control: The contractor shall develop and maintain an effective Performance Monitoring Plan to ensure services are performed in accordance with this PWS & Quality Assurance Surveillance Plan (QASP). The contractor shall develop and implement policies and procedures to identify, prevent, and ensure non-recurrence of defective services.

1.1.6 Quality Assurance: The Government shall evaluate the contractor’s performance under the contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

1.1.7 Pre- and Post-Award Meetings

1.1.7.1 A post-award conference shall be held virtually (e.g., through a video teleconference) at a date and time designated by the CO, and to be attended by the contractor, the COR from each VA facility, and other officials designated by the CO. The CO will facilitate the conference. The CO, COR, and other Government personnel, as appropriate, may also meet periodically with the contractor to review the contractor's performance. At these meetings, the CO will apprise the contractor of how the Government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be attended at no additional cost to the VA.

1.1.8 Standards and Qualifications

1.1.8.1 The applicable standards and guidelines are as follows: Joint Commission standards for Home Care, current year. Additionally, all issuing and follow-up care provided under the contract shall be provided in accordance with all current Joint Commission standards with compliance to all current National Patient Safety Goals. Contractor is not required to be Joint Commission accredited; however, contractor must perform the requirements of the contract according to Joint Commission standards. Subcontractors must follow Joint Commission standards and shall be monitored by the contractor for compliance. The contractor shall notify the CO and COR if subcontractors are utilized.

1.1.8.2 The installation of all equipment by the contractor shall be performed by a competent professional familiar with nature of the equipment involved and fully qualified under the laws of the state in which the services are being rendered. Installation shall be consistent with local fire and safety codes in the respective area of the state.

PART 2

ACRONYMS & ABBREVIATIONS

2.0 Acronyms and Abbreviations

ATP Assistive Technology Professional

CBOC Community-Based Outpatient Clinic

CO Contracting Officer

COR Contracting Officer’s Representative

DME Durable Medical Equipment

FAR Federal Acquisition Regulation

GFP Government Furnished Property

PHI Protected Health Information

PII Personally Identifiable Information

PKI Public Key Infrastructure

PSAS Prosthetic and Sensory Aids Service

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

SCLS Service Contract Labor Standards

VAAR VA Acquisition Regulation

VAMC Veterans Affairs Medical Center

VISN Veterans Integrated Service Network

PART 3

REQUIREMENTS – SPECIFIC TASKS

3.0 General

3.0.1 The contractor and their representatives shall neither directly nor indirectly make recommendations or comments to patients with respect to the services being provided to the VA under the contract. The contractor shall refrain from discussing decisions to repair/replace items of equipment or any services not specifically delineated in the contract to patients.

3.0.2 Only the Contracting Officer (CO) and the COR or designee has authority to initiate or discontinue individual patient services under the contract.

3.0.3 Periodic, unscheduled on-site contractor visits will be made by COR or designee to monitor the contractor’s performance under the contract. The contractor agrees to make available all records and documentation necessary during the visits. The COR will perform quarterly unannounced or announced contractor visits each fiscal year to inspect the contractor’s facility and review records to ascertain the contractor’s compliance with the performance requirements of the contract. A written report of each inspection shall be submitted to the contractor within seven working days of the completed inspection. The contractor shall have seven working days after the receipt of the VA report to respond to any discrepancies in the report.

3.0.4 Wage Rates and Services Contract Act

3.0.4.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

3.0.4.2 Service Contract Labor Standards (SCLS). The contractor shall ensure full compliance with all requirements of the Service Contract Labor Standards (formally known as Service Contract Act) during the performance of the contract, to include any task orders issued under the resultant contract.

3.1 Delivery, Set-up, and Patient Education

3.1.1 Contractor shall contact patient to arrange for delivery of equipment. Service shall consist of either taking the item from the contractor’s storage facility and delivering it to the beneficiary or picking up the item at the VISN 10 VAMC or CBOC with subsequent delivery to the beneficiary’s home. The delivery/pickup shall be accomplished within two working days of the VA order being placed (except for emergency situations when time of delivery shall not exceed four hours). Assistive Technology Professional (ATP) services and set-ups are outside the scope of this standard delivery timeframe. The contractor may need to pick up items from the VA to be delivered to the patient’s residence. There shall be no additional charge for picking up items from the VA for delivery to the patient. The need to pick up an item from the VA prior to delivery shall not be justification for delaying delivery to the patient. Delivered items may include stock items or patient-specific DME items that may require assembly.

3.1.2 Before entering a patient’s home, the contractor’s representatives shall present a picture identification card/badge to the patient/primary caregiver and verbally identify themselves. The contractor’s representatives shall ask permission to enter the home.

3.1.3 The contractor shall deliver, set up, assemble, adjust, and instruct the patients and/or caregivers in the use and care of the equipment. Wheelchair comfort fittings and adjustments require the patient to be in the wheelchair. The contractor shall provide instructions to the patient and/or caregiver as to the safe and appropriate use of the medical equipment being supplied. The instructions shall include basic home safety, storage, and handling of the involved equipment; required maintenance; electrical safety, etc. Contractor shall also provide instructions as to whom to call in the event of an emergency. The contractor shall provide a safety/emergency checklist to be completed and signed by the patient or his/her caregiver and retained in the beneficiary account folder. The contractor shall not leave deliveries unattended at the patient’s home.

3.1.4 Contractor shall provide copies of the pertinent literature concerning the DME item(s) with safety hazards, such as suction machines, etc. Contractor shall provide a copy of the owner’s manual to the patient or caregiver for all delivered equipment. Instructions to the patient/caregiver shall include a demonstration of correct use and observing a return demonstration by the patient/caregiver. Documentation of this demonstration shall be available to Prosthetic and Sensory Aids Service (PSAS) upon request. Contractor shall be responsible to provide the patient/caregiver with the document “Rights and Responsibilities” and document that the patient/caregiver has received it.

3.1.5 If concerns or questions of the patient’s/caregiver’s ability to safely operate the equipment arise within 90 days of delivery, re-education shall be done at no cost to the VA. Re-education shall, in most cases, require a return visit to the patient’s residence.

3.1.6 The contractor shall make one scheduled trip per week from the warehouse to each VA facility or CBOC associated with the facility at no cost to the VA. The COR or designee will determine the delivery day. The delivery day may fluctuate from week to week. The capacity of the delivery may be up to the equivalent of five power wheelchairs.

3.1.7 The contractor shall be responsible for contacting the patient to schedule a time that is convenient for the patient/caregiver to accomplish the required service. Should the contractor be unable to keep scheduled appointments for service, the patient shall be advised at least two hours prior to the appointment time.

3.1.8 If the contractor is unable to contact the patient/caregiver within two business days, the contractor shall contact the appropriate COR or designee for further instructions. If direct contact has not been made with patient within two business days, the contractor shall send a letter to the patient instructing the patient to contact the contractor.

3.1.9 All beneficiaries have the right of refusal of service. The VAMC has the responsibility of canceling the service prior to the contactor making the delivery run. If this occurs, no billing/invoices will occur. In the event a beneficiary refuses service or orders the equipment to be removed from the home, the contractor shall comply with the beneficiary’s wishes. The contractor shall bill/invoice for an attempted delivery. The contractor shall report the specifics of the refusal to the COR or designee by telephone, email, or another mutually agreed upon communication method within one business day of the refusal of service. If the refusal occurs during a home visit, the contractor’s staff shall make an attempt to notify the COR or designee of the refusal during the home visit.

3.1.10 All reissued DME equipment delivered to patients shall be cleaned/sanitized/disinfected by manufacturer’s approved methods and shall be in like-new operating condition, in accordance with the manufacturer's recommendations. In the event that a piece of unserviceable DME equipment is delivered or is incomplete as determined by the COR or designee (e.g., all components not delivered), the contractor shall make subsequent trips with no additional cost to the Government. COR or designee shall be informed of subsequent trips which must be made within one day of the determination that the item delivered was incomplete. When a bed is to be reissued, a new mattress and mattress cover shall be provided to the contractor by the VAMC or CBOC, except in the case of specialty mattresses. Specialty mattresses shall be provided by the VA and shipped directly to the contractor’s warehouse (or re-issued if the contractor has one in inventory) for delivery to Veteran beneficiaries. The contractor shall not re-issue or distribute used mattress covers to Veteran beneficiaries.

3.1.11 The contractor shall have a contingency plan in place in the event of a natural disaster, emergency, or pandemic where the contractor is unable to deliver DME supplies and equipment to the patients. The contractor shall establish services with a local home medical equipment provider that will be able to assist the VA patients. The contractor shall provide point of contact information to the patient or caregiver for this provider for help or to get to the nearest health care facility until services can be resumed. The Government reserves the right to approve any contingency subcontractor in the event of a natural disaster, emergency, or pandemic.

3.2 Delivery, Set-up, and Patient Education of High End and Specialty Equipment “High End and Specialty Equipment” defined: High end wheelchairs or equipment that require special fitting and set up. Such equipment requires an Assistive Technology Professional (ATP) certified technician who specializes in comprehensive seating, positioning, and mobility needs.

3.2.1 Contractor shall have an ATP certified technician available.

3.2.2 On occasion, the contractor shall perform special seat fittings and assembly of equipment for patient-specific applications.

3.2.3 The order shall specify when ATP technician services are required, and ATP technician contract rates shall apply.

3.2.4 Contractor shall contact the patient to schedule ATP services and set-up within two business days of equipment being fully assembled for delivery.

3.2.5 Contractor shall provide VA with documentation of ATP technician services that include a picture and fitting report in addition to the normal documentation as indicated in this document and as required by Joint Commission. Clinical documentation from VA will be available upon request.

3.3 Procedures for Placing Orders/Response Time

3.3.1 Government owned or stored DME equipment or drop shipped equipment includes but is not limited to the following:

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

· Trapeze assemblies

· Patient lifts

· Wheelchairs (manual, electric, and specialty seating)

· Bathroom safety equipment

· Over bed tables

· Portable ramps

· Various types of pumps (e.g., IV, feeding, etc.)

· Scooters

· Various walking aids

3.3.2 VA PSAS will submit all requests for the delivery and/or pickup of government-owned DME via fax or other mutually agreed upon method for the delivery and/or repair of DME. Delivery of new/reissued DME, or pickups of DME, shall be made within two working days or less. Emergency deliveries, repairs, or pickup of home medical equipment shall be required within four hours. Every effort shall be made to confine deliveries and pickups to normal business hours. In the event that the VA instructs contractor to make a delivery, repair, or pick up after hours, on weekends, or on federal holidays, emergency rates will apply. The contractor shall utilize VA approved public key infrastructure (PKI) encryption technology when emailing patient sensitive information to and from the VA.

3.3.3 Contractor shall deliver and set up new and reissued DME equipment and accessories within the patient’s residence in accordance with the requirements of the contract. Contractor shall also provide and document patient education on use of the DME equipment.

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

3.3.5 All durable medical equipment services/deliveries/repairs/pickups shall be provided under the specific orders.

3.3.6 Service shall be authorized by the VA only when it has been determined to be in the best interest of the Government.

3.3.7 Delivery information: The contractor shall be responsible for verifying the address of the patient and ensuring that he/she is home when the delivery is scheduled. The VA assumes no liability for additional trips required if the patient is not at home or if delivery, pick up or repair cannot be completed when deliveries are attempted.

3.3.8 Proof of Delivery: Contractor shall be required to provide proof of delivery on all direct deliveries. Acceptable proof of delivery shall be the certification of receipt signed by the beneficiary/caregiver.

3.4 Set-up, Pick-up, Modifications, and Patient Education

3.4.1 Contractor shall provide and document appropriate orientation programs for all contractor employees involved in the delivery/recovery of DME, including but not limited to the following: safety and equipment management appropriate to the service provided; electrical requirements; back-up system; equipment safety checks; troubleshooting; equipment set-up; infection control procedures; patient confidentiality; handling emergencies; etc. In addition, contractor shall perform in-home training and assessments for the Veteran beneficiary and/or caregiver, in accordance with Joint Commission standards. Contractor shall also inform patient of the rules of ownership for DME.

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

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

3.4.4 Contractor personnel setting up and assembling any equipment shall meet all applicable Joint Commission requirements and standards, including, but not limited to the following standards:

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

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

3.4.4.3 Instruct patient on basic home safety, electric/fire safety, storage, and whom to call in case of an emergency.

3.4.5 The contractor shall install equipment as instructed by the Chief of PSAS, or his/her designee. Permanent installation to walls, ceiling, floors, etc. is specifically excluded from the contract. Contractor’s staff shall be alert to structural or environmental problems that make delivery/set-up unsafe.

3.4.6 The contractor shall supply and attach an adhesive label with the PSAS representative’s name and telephone number. The adhesive label shall be placed on the equipment in an obvious location so that the patient and/or caregiver will know where to call to report malfunctions. The label shall also include the contractor’s name and emergency telephone number where they can be reached 24 hours/day.

3.4.7 The contractor shall include the following documents with their information packet when delivering equipment to all patients served under the contract, and obtain signed verification of completion:

3.4.7.1 Prosthetics DME patients right and responsibilities.

3.4.7.2 Disaster plan for home medical equipment patients.

3.4.7.3 Miscellaneous patient education materials.

3.5 Preventative Maintenance and Repairs

3.5.1 Contractor shall repair all DME equipment and supplies at the patient’s place of residence. Repairs include, but are not limited to DME, stair lifts, porch lifts, and vehicle lifts. Contractor shall have procedures designed to assure equipment is safe, sanitary, and operating according to the Owner’s Equipment Manual. Contractor shall guarantee all materials and workmanship for a period of 90 days from the date of repair or reissue, whichever is later. Manufacturer warranties of DME equipment that exceed the minimum 90-day period shall be expressed and also enforced.

3.5.2 The VA reserves the right to purchase repair parts from whichever source the VA determines to be most beneficial to the Government. In most cases, VA owned or stocked replacement parts should be used to replace parts.

3.5.3 If parts to repair VA equipment are procured through the DME vendor, the VA will submit a separate purchase order.

3.5.4 Authorization for Repairs: Repairs other than those classified as an emergency will be ordered and authorized by the COR or designee in the VA Prosthetics Service via a purchase card. The order will identify the item to be repaired.

3.5.5 The VA will place an order to initiate the evaluation and repair of equipment. This order will be inclusive of all labor related to the repair, including, but not limited to, travel time, repair time, and multiple trips. When possible, repair or replacement of items shall be done on initial visit. If more than one (1) trip is required, the contractor shall provide written documentation as the rational of such trips to the local area COR or designee, and the local area COR or designee will approve if warranted. Repairs will be billed as a level 1, 2 or 3 repair based on the estimated level of complexity and resources required for completion of the repair.

3.5.6 If the actual cost of the repair parts will exceed the initial authorized amount, the contractor shall submit a written estimate for the repair, including a parts list for approval. The estimate will also include the number of days anticipated to complete the repair and return the item to the patient, when applicable. Estimates shall be submitted within 24 hours of assessment. The contractor shall follow up daily on the status of the submitted estimate until a response is provided. The contractor may request approval over the phone if it will allow the repair to be completed at that time.

3.5.7 Evaluation for repairs shall be scheduled within two business days and completed within ten business days of the initial repair order. Contractor shall give written notice to the COR or designee if these timelines will not be met. The VA reserves the right to procure repairs from another vendor if timelines are not met. For repairs requiring additional guidance or authorization from the VA, the time from requesting the information until the information is provided will not be counted towards the ten-business day timeframe. If the VA chooses to order the repair parts, the time awaiting parts will not count towards the ten-day limit.

3.6 Emergency Repairs

3.6.1 Emergency repairs will be ordered by Prosthetics Service via an order. However, repairs can be authorized by the COR or designee via phone. Examples of emergencies include, but are not limited to, a hospital bed not functioning, which puts the patient at risk of pressure ulcers.

3.6.2 All emergency calls/orders shall be confirmed within half an hour of the order being received.

3.6.3 If the patient calls the contractor for an emergency repair during normal daily business hours, the contractor shall notify the COR, or designee, immediately for authorization.

3.6.4 If the patient calls the contractor for an emergency repair after normal business hours, the contractor shall take corrective action. Under no circumstances shall the contractor refuse service if the patient/caregiver states that there is a risk to the patient’s health or personal well-being.

3.6.5 If the COR or designee emergency contact number is provided, the contractor shall attempt to make contact for verbal authorization. If unable to make contact with COR or designee, contractor shall notify the COR or designee no later than 10:00 AM local time on the next regular business day.

3.6.6 Contractor shall provide documentation to the COR or designee regarding the emergency response to patient emergency calls within twenty-four hours of the emergency call.

3.6.7 Emergency repairs shall be completed within four hours unless special circumstances prevent timely completion. Examples of special circumstances include, but are not limited to, the need to order specialty parts, or inclement weather, and will be considered on a case-by-case basis.

3.7 Refurbishing of DME

3.7.1 Contractor shall be responsible for refurbishing VA-owned equipment that has been reclaimed. Refurbishing includes, but is not limited to, cleaning/maintenance processes used in restoring equipment to a like-new condition and appearance. Personal type bathroom equipment (e.g., commode chairs, raised toilet seats, bath seats, etc.) shall not be refurbished. After inspection of reclaimed items, if items are in need of repair the contractor shall adhere to the following:

3.7.1.1 Minor Repairs: Shall be completed within three working days of the equipment being reclaimed, at no cost to the VA. Examples of minor repairs include but are not limited to the following: tightening wheels and castors on wheelchairs; checking for loose wiring on motorized wheelchairs and electric beds; and minor spot painting of areas of chipped paint or rust spots on reclaimed items to be placed in storage. There shall be no charge for labor for easily replaced items, including, but not limited to, batteries, armrests, leg rest, and headsets. After cleaning and sanitizing, the equipment shall be lubricated with manufacturer-approved grease oil and/or silicone spray. Any rust spots shall be wire brushed prior to painting.

3.7.1.2 Major Repairs: If repairs are necessary, the contractor shall submit an estimate of charges for approval and acceptance by the local area COR or designee within three working days. A repair order must be placed first prior to the repairs being started. The contract hourly rate for repairs of reclaimed VA owned equipment located at the contractor’s facility shall be paid only when such services have been requested and approved by the VA. Labor charges shall be computed in quarter hourly increments from the time work actually begins until work is completed.

3.7.1.3 Each refurbished item shall be tagged indicating the date it is returned to clean inventory. New batteries shall not be provided, if applicable, until time of re-issuance to a different patient.

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

3.7.3 Repairs of equipment, when required, shall be performed in accordance with manufacturer’s instructions by personnel who are qualified to service the equipment. “Qualified” is defined as holding certification through the manufacturer, when a technical certification program is offered.

3.7.4 The contractor shall comply with universal precautions in the cleaning of DME.

3.8 Storage, Inventory, and Sanitation

3.8.1 Contractor shall provide storage for Government owned re-claimed and new DME equipment at no additional cost to the VA. The following is an estimate of required space needed for each facility’s equipment:

3.8.2 The storage area must be adequately equipped with shelves, bins, etc., to properly accommodate the items being stored. Contractor shall store equipment in a safe, clean, dry, and orderly arrangement to prevent damage and to facilitate periodic inventory inspections by COR. Contractor shall provide storage separate and apart, by VA facility, from all other contractor-owned equipment and supplies. The storage space shall be sufficiently insured against loss or damage equal to the value of the stored equipment. Proof of the insurance coverage shall be provided to the CO within ten days of the effective date of the Notice of Award and provided upon renewal thereafter. Contractor shall provide updates to the CO annually or whenever coverage is discontinued.

3.8.3 For each VA site, contractor shall provide a weekly physical inventory of stock, including new and used levels. Government property only shall be used for performance of this contract.

3.8.3.1 Upon commencement of the contract, the COR and the contractor shall conduct a joint inventory; the inventory document shall be signed by both parties. This inventory shall include items, conditions thereof, and the approximate total value of the items. Contractor shall establish and maintain a system of control to protect and preserve all Government property.

3.8.3.2 If VA makes a determination to scrap equipment, the contractor shall make equipment available for pick up by a scrap contractor; scrap the material as instructed by COR or designee; or deliver the material to a VA facility to scrap at no additional cost to the VA. If items are to be brought to the VA facility to scrap, this must occur within two weeks of instructions to scrap. This not considered part of the weekly VA delivery, and is to be at no additional charge to the VA.

3.8.4 Ownership of all equipment (new or used) in inventory shall remain with the Government. The contractor shall be directly responsible and accountable for all Government property while it is under his/her possession, and shall establish and maintain a system to control, protect, preserve, and maintain the items in optimum condition. The contractor shall identify Government Furnished Property (GFP) by making or tagging and segregating such property in such a manner to clearly indicate Government ownership.

3.8.5 Contractor shall provide the COR or designee a daily report of items delivered. This report shall be itemized by patient’s name and purchase order number, to include whether item(s) are new or used equipment, inventory or special ordered. The report shall also include any associated serial or lot numbers. Report shall be submitted by noon of the business day following delivery. Submission of all delivery tickets for the day, consolidated as one document, is an acceptable alternative to this report if all required information is included.

3.8.6 Equipment shall be protected from the elements during…