36C25226Q0192.docx

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

36C25226Q0192 Derrick Paquette 414-844-4800 06-22-2026

6:00 AM

CST

Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 621610 $19 Million N/A X Department of Veterans Affairs Multiple Locations as referenced in the Statement of Work

Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 X See CONTINUATION Page Delivery Services for Standard Durable Medical Equipment (DME) for the Veterans Integrated Service Network (VISN) 12.

Service Contract Labor Standards Apply:

Multiple Wage Determinations are applicable and listed in Section D.

Contracting Point of Contact: Derrick Paquette derrick.paquette@va.gov See CONTINUATION Page X X X

ONE

Derrick Paquette

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449) OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS: _________________________________

b. GOVERNMENT:

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449

4. SOLICITATION TIMELINE SUMMARY:

A. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer derrick.paquette@va.gov no later than Monday Jun 8th, at 6:00 AM local time. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 4 business days to all parties.

B. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

C. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

b. Invoices shall be submitted within 10 days of order placement in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

c. Payments shall be made in arrears upon receipt of a properly prepared invoice

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

g. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

j. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

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

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible to follow all on site facility policies

b. All VA property is considered Federal property and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement (BAA) with VA.

9. BADGING:

Contractors shall comply with policy and directive 0735 and in coordination with the COR of facility POC.

10. Records Management:

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records;

2. does not include personal materials;

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract;

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor

B.2 PRICE SCHEDULE

The quantity listed below shall be the price of a single delivery. This price shall be used when placing an order against the prepriced CLIN. The estimated number of deliveries is identified in attachment F.

The minimum guarantee is $10,000.00 and the ceiling is $7,500,000.00 for the entire duration of the contract. The Government will only pay for services rendered. The minimum guarantee will be met in the first priced period.

ITEM INFORMATION

Unassisted Delivery Services as defined in the Statement of Work section 8.5.1 Contract Period: Base POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Assisted Delivery Services as defined in the Statement of Work section 8.5.2 Contract Period: Base POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Unassisted Delivery Services as defined in the Statement of Work section 8.5.1 Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Assisted Delivery Services as defined in the Statement of Work section 8.5.2 Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Unassisted Delivery Services as defined in the Statement of Work section 8.5.1 Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Assisted Delivery Services as defined in the Statement of Work section 8.5.2 Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Unassisted Delivery Services as defined in the Statement of Work section 8.5.1 Contract Period: Option 3 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Assisted Delivery Services as defined in the Statement of Work section 8.5.2 Contract Period: Option 3 POP Begin: 07-01-2029 POP End: 06-30-2030 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Unassisted Delivery Services as defined in the Statement of Work section 8.5.1 Contract Period: Option 4 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Assisted Delivery Services as defined in the Statement of Work section 8.5.2 Contract Period: Option 4 POP Begin: 07-01-2030 POP End: 06-30-2031 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

B.3 STATEMENT OF WORK

1. SCOPE

The Contractor shall provide for the management of Standard Durable Medical Equipment (DME) to include the delivery, assembly, setup, education, pick-up, equipment triage, inventory coordination and reporting as defined in the Statement of Work (SOW). This SOW includes the associated program management and logistical support planning requirements to provide an effective DME program. The Government shall provide a wide array of DME to Veterans, including but not limited to the DME listed in Attachment G. The purpose of this contract is to allow for the issuance to Veterans or repairs in accordance with Prosthetics Department purchase orders specifying the equipment being delivered or services needed.

2. PLACE OF PERFORMANCE

2.1. The Place of Performance is the geographic area of Veterans Integrated Service Network (VISN) 12. The service area is depicted in color on Attachment E.

2.2. Medical Centers Supported:

A. Clement J. Zablocki VA Medical Center 5000 W National Ave Milwaukee, WI 53295-0001 B. William S. Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705-2286 C. Tomah VA Medical Center 500 E. Veterans Street Tomah, WI 54660-3105 D. Oscar G. Johnson VA Medical Center 325 East H Street Iron Mountain, MI 49801-4760 E. Captain James A. Lovell Federal Health Care Center 3001 Green Bay Road North Chicago, IL 60064-3048 F. Edward Hines, Jr. VA Hospital 5000 South 5th Avenue Hines, IL 60141-5000 G. Jesse Brown VA Medical Center 820 Damen Avenue Chicago, IL 60612-4223 H. VA Illiana Health Care System 1900 E. Main St.

Danville, IL 61832-5100

3. PERIOD OF PERFORMANCE

Contract shall be awarded as a 5-year ordering period from 7/1/2026 through 6/30/2031.

4. EMPLOYEES

4.1. All Contractor employees shall have competency-based training records in all assigned DME tasks prior to performing any services required in the performance of the contract. Training shall include at a minimum age specific training (further defined in section 4.6), delivery protocols, customer service, set-up, assembly, and knowledge of equipment identified in Attachment G, and equipment education for Veterans. The Contractor shall document initial employee orientation, as a part of the Employee’s initial orientation, ensure all personnel understand and comply with all aspects of the contract.

4.2. Contractor employees providing services shall have all required immunizations that are compliant with state and local community health regulations.

4.3. When requested, the Contractor employee shall assess/repair/replace DME or accessories and have the ability to triage and perform minor repairs to the DME inventory to remain in service. The contractor shall also bring along the same DME equipment or accessories from inventory to replace if minor repairs do not resolve the issue noted in the Prosthetics order.

4.4. Contractor employees shall be discreet, tactful, demonstrate concern, compassion, and patience with a high degree of professionalism and understanding. Any verbal and/or physical abuse, unprofessional behavior or conduct toward a Veteran/Caregiver shall not be tolerated.

4.5. The COR reserves the right to request the removal of any employee from performance of services under this contract if their behavior and/or level of services provided are not in strict accordance with the requirements of this contract.

4.6. The Contractor shall incorporate age specific competencies for employees that encounter any Veteran/Caregiver affected by this contract. "Age-specific competencies" means the ability to communicate with each Veteran/Caregiver in a way that is appropriate to their age, capabilities or disabilities, temporary impairments, emotions, stresses, culture, and individual situation.

4.7. The Contractor shall make Employee records available for review when requested by the COR.

4.7.1. This request may be made during visits to the Contractor’s facility, or the Contractor may be requested to submit the documentation to the Ordering Prosthetics Department. The Contractor shall provide a list to the Contracting Officer Representative (COR).

4.7.2. The records shall at a minimum identify all employees currently competent to provide DME deliveries, education and services, which identifies the employee’s name, location of Contractor’s facility where they work and the type of services they provide.

4.7.3. The initial list shall be submitted within 10 calendar days after contract award, and revised lists shall be submitted when any changes in Contractor personnel are made.

4.8. Contractor shall conduct background checks on all personnel providing services under this contract and shall ensure that these personnel are fully qualified to perform under this contract.

5. WAREHOUSING

5.1. Contractor shall maintain and operate facilities physically located in the Place of Performance (Section 2). All Contractor facility locations shall be located to provide routine and emergent (same day) services and support, as well as accommodate announced or unannounced site visits from VAMC VISN 12 Prosthetics Staff.

5.2. Facilities shall include offices and/or warehouse areas with capabilities to unload/load, store, repair, dispose, clean and segregate DME equipment and supplies. Warehouse loading docks should have the capability to accept delivery of equipment and supplies from trucks with or without lift gates.

5.3. Equipment and supplies shall be stored in a clean area, covered and separated by Ordering Prosthetics Department in a condition ready for delivery.

5.4. The storage area shall be adequately equipped with shelves, bins, etc., to properly accommodate all items being stored off the floor.

5.5. The storage area shall be well secured, well ventilated, and free of dampness and humidity that contributes to deterioration of cartons or corrosion of metal equipment.

5.6. The Contractor shall be held responsible for the proper placement and security of all Government Furnished Property to insure against loss or damage while the property is in the contractor's possession.

5.7. Government Furnished Property provided to Contractor shall be separated by VAMC VISN 12 Prosthetics Office, and from other Contractor owned equipment and supplies. The Contractor shall identify Government Furnished Property (GFP) by marking/tagging and segregating in such a manner to clearly indicate Government ownership and the VAMC VISN 12 Prosthetics Office that initially ordered it.

6. INVENTORY MANAGEMENT

6.1. If new covered equipment or components shall be obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment may be deleted) from the Equipment Listing as needed. All comparable models of existing equipment shall be considered within scope for bilateral modification. The government will make all efforts to communicate changes to equipment provided to allow the Contractor personnel to obtain education for equipment and accessories that require specific training for assembly/set-up and corresponding education for delivery to veterans.

6.2. First in-First Out (FIFO) inventory management processes shall be used for all inventory stored at Contractor facilities.

6.3. Replenishment

6.3.1. Contractor shall transfer DME inventory at their Contractor facilities as necessary to maintain readiness to complete orders received from Ordering Prosthetics Departments to prevent delays service and to comply with the delivery timeframe in section 8.8.

6.3.2. Contractor shall notify the Ordering Prosthetics Department within 24 hours if inventory levels for any equipment or supplies are at or below established Periodic Automatic Replenishment (PAR) level established by the COR.

6.3.3. If the Contractor has notified the applicable VA site that inventory levels are at or below the reorder point and has received an order from the Ordering Prosthetics Department to fulfill that the item meaning it is not readily available, the Contractor shall immediately contact the Ordering Prosthetics Department and assess whether or not it is permissible to utilize another VAMC VISN 12 Prosthetics Office’s inventory to fulfill the Prosthetics Department order. Then coordinate with the Ordering Prosthetics Department to replenish the inventory utilized from the other VAMC VISN 12 Prosthetics Office when that inventory is received.

6.4. Recalls

6.4.1. When notified of a recall for GFP stored at the Contractor’s facility, the COR shall inform the Contractor by written notice and provide follow-on instructions. The Contractor shall work collaboratively with the COR and manufacturer representative to address these recalls timely and effective manner to meet any deadlines imposed.

6.4.2. The Contractor shall take the necessary corrective actions and inform each Ordering Prosthetics Department in writing of actions taken and demonstrate effective tracking of all affected equipment.

6.4.3. The Contractor and VA will discuss options to address and work with COR prior to any additional work that would result in additional costs is started. If necessary, the COR shall work with the Contracting Officer to address. The Contractor shall first work with the manufacturer of identified recall item for reimbursement.

7. TRANSPORTATION

7.1. All Contractor vehicles shall be clean and neat in appearance and clearly marked with the Contractor’s company information.

7.2. If used to transport both new/clean equipment as well as soiled/used equipment, the vehicle storage area shall have a clearly demarcated area for new/clean and soiled/used equipment.

7.3. All equipment and supplies shall be secured and covered during transport to prevent damage and/or contamination.

8. DELIVERY SERVICES

8.1. Prosthetics Department Order

8.1.1. The Ordering Prosthetics Department will provide the Contractor with notification via email. The Prosthetics Department purchase order number is to initiate service for a Veteran. DME services performed at a Veteran/Caregiver’s home shall be listed in this order.

8.1.2. Fax shall serve as a backup delivery method for Prosthetics Department Orders to be submitted by the Ordering Prosthetics Department.

8.1.3. Contractor shall confirm receipt of Prosthetics Department orders by emailing the Ordering Prosthetics Department. immediately upon receipt of the Prosthetics Department order. This confirmation shall include date and time received, Veteran name, Prosthetics Department purchase order number and summary of equipment or services ordered.

8.2. Scheduling

8.2.1. Contractor shall verify the availability of the DME and/or supplies being ordered.

8.2.2. Contractor shall contact Veteran/Caregiver to schedule services. The Contractor shall provide Veteran/Caregiver a 2-hour window of when they will arrive at their home.

8.2.2.1. The Contractor shall notify the Ordering Prosthetics Department immediately via email if unable to contact Veteran to schedule services per contract timeline.

8.2.3. The Contractor shall make every effort to arrive timely to the scheduled appointment. If the Contractor anticipates a delay beyond the 2-hour window, the Contractor shall contact Veteran/Caregiver by phone prior to scheduled appointment time to provide an updated delivery window and/or reschedule appointment.

8.2.4. To minimize the impact of having to move household items after arriving at the Veteran/Caregiver’s home, when the contacting the Veteran/Caregiver and establishing an appointment, the Contractor shall ask if the area where the DME is to be set up will be cleared of household items to facilitate setup of the DME.

8.3. Infection Control

8.3.1. Contractor shall provide a list of names to the COR or designee of all Veterans potentially exposed to communicable diseases by Contractor Staff during an identified incubation period within 24 hours of identifying this exposure. The type of exposure shall also be identified in the notification.

8.3.2. Universal precautions shall be used in the performance of this DME services contract.

8.3.3. Contractor personnel shall wear Personal Protective Equipment (PPE) if requested by Veteran/Caregiver, COR or per local infection control guidelines for any given time.

8.3.4. When notified by a Prosthetics Department order, the Contractor shall accommodate requests for pick-ups from a third party or the VA hospital with delivery to the Veteran/Caregiver. This will be communicated with instructions and timelines.

8.4. Deliveries shall not be left unattended at the Veteran/Caregiver’s home. All equipment and/or supplies shall be delivered inside the home in accordance with the instructions in the Prosthetics Department order. This shall also provide for the removal of all packing material from Veteran/Caregiver’s home.

8.5. The contractor shall offer two types of delivery services to accommodate the varying needs of delivering Durable Medical Equipment (DME): Unassisted Delivery and Assisted Delivery.

8.5.1. Unassisted Delivery shall be used for lighter, less complex DME that can be safely handled and set up by a single employee. This service requires only one employee to complete the delivery process. The delivery employee will transport the equipment to the veteran’s home, place it in the designated area, and conduct any assembly required. Examples of items that would typically fall under Unassisted Delivery include standard hospital beds, mattress, hoyer lifts, rails, overbed tables, wheelchairs, walkers, and small medical devices.

8.5.2. Assisted Delivery involves the deployment of two or more employees to deliver and set up the DME. This service is intended for larger, more complex, or heavier items that require additional employees to ensure safe handling and proper installation. The employees shall work together to transport the equipment safely inside the veteran’s home, perform any necessary assembly, and ensure that the DME is correctly set up and operational. Examples of items that would typically fall under Assisted Delivery include bariatric hospital beds, DAAVLIN light therapy devices lift chairs, or other bulky items that cannot be easily managed by a single person.

8.5.3. The type of delivery will be identified on the Prosthetics department order. Type shall be determined based on the specific DME being delivered and the complexity of its setup. The contractor must ensure flexibility in their workforce to accommodate both Assisted and Unassisted Deliveries as needed.

8.6. All services, equipment set-ups, education and maintenance/repairs shall be performed in accordance with manufacturer’s recommendations, along with maintaining compliance with the entities listed in Section 13.

8.7. Uniform

8.7.1. Contractor shall wear an identification badge. It shall be affixed to clothing above the waist with the Company name, employee name, and photograph to the front and the badge shall be clearly visible at all times.

8.7.2. When requested by Veterans/caregivers, the Contractor shall remove shoes or wear “protective booties” to slip over shoes or boots prior to entering the home.

8.8. DOCUMENTATION

8.8.1. DME set-up documentation includes the following:

8.8.1.1. Invoice referencing Ordering Prosthetics Department, Prosthetics Department order #, Veteran name, last 4 SSN, DOB, nomenclature of item(s) delivered, Manufacturer, Model #, Serial # and quantity delivered.

8.8.1.2. Contractor Assessment/Educational Documents – DME

8.8.1.3. VHA Veterans Rights and Responsibilities Form

8.8.1.4. Miscellaneous Equipment Educational Materials

8.8.1.5. These documents must be completed in full and sent scanned via encrypted e-mail to the Ordering Prosthetics Department as specified in Section 8.8.3.

8.8.2. Documentation standards are as follows:

8.8.2.1. Complete – All sections and items on all forms shall be addressed. All forms shall be signed by the Veteran/Caregiver and Contractor employee at time of service when spaces for these signatures are included on the forms.

8.8.2.2. Accurate – All Contractor documentation shall be accurate and truthful. Documentation shall match/reinforce Prosthetics Department purchase order number provided and contain pertinent education, return demonstration by the Veteran/Caregiver as to the operation of the DME provided. Also, if applicable, each individual component of home assessments shall be answered.

8.8.2.3. Legible – All Contractor documents shall be reviewed by multiple VAMC staff. VAMC staff must be able to read the Contractor’s documentation. Contractor Employee handwriting must be understandable, and copies of forms submitted (if originals are not submitted) must be of good quality.

8.8.2.4. Timely – DME documentation must be submitted within the timelines specified in Section 8.8.3.

8.9. TIMELINES

8.9.1. Delivery of DME shall be made within 3 business days of receipt of the Prosthetics Department order.

8.9.2. Emergent services and support, although infrequent (10% or less of all orders), the Contractor shall provide delivery or pick-up and/or triage per the Prosthetics Department purchase order timeframe that may be less than 3 business days.

8.9.3. All documentation shall be submitted via encrypted email to the Ordering Prosthetics Department within 24 hours of the service being completed.

8.9.4. Contractor shall process and charge for services provided via Prosthetics Department purchase order number process within 10 business days

9. HOME ASSESSMENT

9.1. The Contractor shall perform an assessment of the Veteran/Caregiver’s home and environment in accordance with Joint Commission accreditation standards before placing and setting up DME, documenting the results of the assessment and education provided.

9.1.1. The Contractor shall report to the Ordering Prosthetics Department any environmental conditions that may limit or deny the Veteran the benefit of the DME.

9.1.2. Before installing any DME that involves the use of electricity, the Contractor shall perform a visual inspection of the electrical outlets. If the only problem is that the outlet where the DME will be plugged in is not grounded, the Contractor shall provide and install a UL listed grounding adapter at no additional cost.

9.1.3. The Contractor shall immediately report unsafe conditions to the Ordering Prosthetics Department via the PPC document as defined in within the timeframe listed in section 8.8.4.

9.1.4. VAMC VISN 12 Prosthetics Staff shall not be responsible for or liable for any unsafe electrical conditions caused by the Contractor.

9.1.5. Any alterations to the Veteran/Caregiver’s home shall be the sole responsibility of the Veteran/Caregiver.

9.1.6. The Contractor shall advise the Veteran/Caregiver of obvious safety and environmental hazards noted during the assessment (i.e., overloaded outlet or other electrical problems, etc.).

9.1.7. The Contractor shall immediately report to the Ordering Prosthetics Department any apparent changes noted in the Veteran’s status, address, and/or any problems that may warrant the attention of the Ordering Prosthetics Department including the need for education, safety training, or reporting the unsafe or deliberate misuse of/or destruction of VA provided DME. The Contractor shall also report if it appears the DME is primarily used by someone other than the Veteran.

9.2. DME EDUCATION

9.2.1. Contractor shall provide educational instructions on the use and care of equipment provided to the veteran and caregiver, in accordance with manufacturer’s literature or user manual. Instructions provided will be both verbal and in writing.

9.2.2. The Contractor shall specifically document the Veteran/Caregiver’s education with signed receipts from the Veteran/Caregiver as proof of record that this documentation/education was received. Education shall be conducted by qualified personnel experienced and familiar with the item(s) specified under this contract.

9.2.3. Contractor shall provide educational information verbally and demonstrated with return demonstration to ensure complete understanding of Veteran/Caregiver. The material covered shall be in written form and a copy left with the Veteran/Caregiver.

9.2.4. Contractor shall perform another education session at no cost to the government upon request from Veteran/Caregiver or the VAMC VISN 12 Prosthetics Staff within 30 days of delivery if the Veteran/Caregiver communicated, they do not understand the initial education session.

9.2.5. Contractor shall ensure timely submission of educational and home assessment documentation that is in compliance with the requirements listed in section 8.8.

9.2.6. Contractor shall provide product manuals and document Veteran/Caregiver education along with equipment nomenclature, manufacturer, model number, serial number and quantity delivered.

9.2.7. Contractor shall ensure DME Veterans receive and sign Veterans Health Administration (VHA) Veteran Rights and Responsibilities forms. Copies of all educational and assessment documents shall be submitted to Prosthetics for each completed delivery within the requirements listed in section 8.8.

9.2.8. Contractor shall instruct Veteran/Caregiver to contact their Ordering Prosthetics Department if repairs are required for VHA provided equipment in their home.

10. HOURS OF COVERAGE

10.1. VAMC VISN 12 Prosthetics Office Normal hours of coverage are Monday through Friday from 8:00 AM to 4:30 PM.

Contractor shall maintain at a minimum eight hours of daily coverage, between 8:00 a.m. and 8:00 p.m., local time, Monday through Saturday.

10.2. Federal Holidays observed by the government are not considered normal hours of coverage for this contract.

10.3. Observed Holidays

11. COMMUNICATION

11.1. Contractor shall have their primary company information displayed on caller ID when conducting work under this contract.

11.2. Contractor shall possess the equipment and technology to utilize secure (encrypted) email, telephone, scanning and facsimile (send/receive) transmission capabilities when required by applicable policy and/or regulation.

11.3. Contractor shall have a single 24/7/365 toll free number to permit VAMC VISN 12 Prosthetics Staff and/or Veterans with the ability to speak to a “live” Customer Service Representative and have needs addressed. All calls with Veterans shall be recorded for customer satisfaction purposes. Recordings shall be made available for review at the request of the COR.

11.4. Contractor employees servicing the contract shall have the capability and resources to communicate immediately with VAMC VISN 12 Prosthetics Staff by phone and encrypted email to facilitate real time notifications of Veteran or significant health, home or fire safety related issues.

12. REPORTING

12.1. Priority Patient Concern (PPC) Forms - PPC forms are reserved for potentially dangerous and/or emergent Veteran/home environment issues that require immediate VHA attention. Upon discovery of a potential PPC event, the Contractor shall notify the COR via phone immediately and send a scanned version of the completed PPC form via encrypted e-mail to the COR within 24 hours of visit.

12.2. Veteran Decision Against Medical Advice (AMA) Forms - Veterans have the right to refuse any or all their prescribed equipment. The AMA form is used to document these refusals/choices made by Veterans. AMA forms must be signed at the time of the visit by the Veteran’s or their legal medical power of attorney—no exceptions. AMA forms are submitted on an as-required basis. The Contractor shall submit completed AMA forms via encrypted e-mail to the COR no later than the next business day.

12.3. VHA Veteran Rights & Responsibility Forms - All VISN 12 Veterans ordered DME shall sign this form. The Contractor shall ensure signed copies of these forms are retained in the Contractor’s electronic health records (EHR) system and are available to the VA if requested.

12.4. Damage Report - If any damage happens to the DME during the course of this contract, it shall be reported to the COR within 1 hour of identifying the damage.

12.5. Inventory report of DME and accessories/supplies stored for delivery at Contractor facilities. It shall be submitted as an Excel spreadsheet with individual tabs for each Ordering Prosthetics Department. This inventory shall include at a minimum the item description, model, quantity of items on hand, and reorder point (PAR level). The report shall be submitted weekly to the COR.

12.6. Service Satisfaction Report: A survey shall be provided to each Veteran/Caregiver when service occurs. The Contractor shall retain copies of the responses for review and track of the results for quarterly reporting and provide the data, trends and comments. A quarterly summary survey shall be submitted to the COR by the 15th workday of each new quarter.

12.7. Timeliness Report: The Contractor shall provide the COR a timeliness report. The report shall show the Prosthetics Department purchase order number, date the order was received, type of service (delivery/pick-up/repair), actual date the service was completed and identify emergency orders. The report shall include a monthly trend graph that depicts the timeliness of service by month and facility. The timeliness report and graph shall be submitted to the COR electronically by the 15th day of each month.

12.8. Infection Control Report: The Contractor shall collect, trend and report on data related to the Contractor’s Infection Control Program. The Infection Control Report shall be provided to each respective COR electronically by the 15th day of the first month in a new quarter.

12.9. Copies of all educational and assessment documents shall be submitted to Prosthetics for each completed service within 24 hours of the service being completed.

12.10. The COR shall review and approve Contractor’s forms prior to contract start date to ensure they meet contract requirements. These forms can be completed on paper or electronically as long as adequate information security is utilized.