36C25525R0054.pdf

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

36C25525R0054

Matt Curl matthew.curl@va.gov 913-758-9929 05-19-2025

1:00 PM CST CDT

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

X 100

X

621610

$19 Million

N/A

VISN 15 VAMC's and HCC's See PWS paragraph (a)(3) on page 6

36C255

Department of Veterans Affairs Network Contracting Office (NCO) 15

Leavenworth KS 66048

36C255

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

Austin TX

877-353-9791 512-460-5429

Contractor shall provide Durable Medical Equipment (DME) services as described in the Performance Work

Statement (PWS) for VISN 15 locations.

Contractor shall be responsible for correct wages, titles, and compliance with all applicable wages and hours laws.

Period of Performance is 1 Oct 2025 through 30 Sep 2030.

This RFP has been set-aside for Service Disabled Veteran

Owned Small Business (SDVOSB).

See E.2 FAR 52.212-1 addendum for Instructions to Offerors.

See E.14 FAR 52.212-2 for Evaluation Criteria.

This contract will be a Firm-Fixed Price, single-award IDIQ with an anticipated maximum value of $10M.

Robert Bleichner

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.8 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.9 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

C.10 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.11 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.12 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899.

(DEVIATION) (APR 2025)

C.13 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

C.14 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.15 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..47

C.16 MANDATORY WRITTEN DISCLOSURES

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)(DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATIONS INCORPORATED BY REFERENCE

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.212-1 Addendum – PROPOSAL INSTRUCTIONS

E.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

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

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.12 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.13 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES

INCORPORATED BY REFERENCE (JAN 2008)

E.14 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.15 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

[(DEVIATION FEB 2025)]

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15

Leavenworth, KS 66048

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] as orders are placed and services accepted.

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

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

5. Block 20 (SF1449) continuation:

- This is a single award IDIQ

- Ordering dates may be adjusted in the contract based on actual start date but expected to start 1 Oct 2025.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

5 Year Ordering Period: October 1, 2025 – September 30, 2030

Pricing Period 1: 1 October 2025 to 30 September 2026 Pricing Period 2: 1 October 2026 to 30 September 2027

Pricing Period 3: 1 October 2027 to 30 September 2028

Pricing Period 4: 1 October 2028 to 30 September 2029

Pricing Period 5: 1 October 2029 to 30 September 2030

Perform Durable Medical Equipment services for VISN 15 per the Performance Work Statement.

PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: N065 - Installation of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Pricing Schedule is attached as Attachment D and is incorporated herein by reference as if set forth in full in this Section B.2

Minimum Guarantee: $10,000.00 – will be satisfied through GPC purchases the first month of service.

Maximum IDIQ Value: $10,000,000.00 (estimated-will be confirmed in contract)

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES /

SERVICES QUANTITY UNIT

ESTMATED

UNIT PRICE

ESTIMATED

AMOUNT

1 YR __________ ______________

Perform Durable Medical Equipment services for VISN 15 per the Performance Work Statement. Rates are stipulated in Attachment D.

Pricing Period 1: 1 October 2025 to 30 September 2026

1.00 YR __________ ______________

per the Performance Work Statement. Rates are stipulated in

Pricing Period 2: 1 October 2026 to 30 September 2027

1 YR _________ _____________

per the Performance Work Statement. Rates are stipulated in

Pricing Period 3: 1 October 2027 to 30 September 2028

1.00 YR _________ ______________

per the Performance Work Statement. Rates are stipulated in

Pricing Period 4: 1 October 2028 to 30 September 2029

1.00 YR _________ ______________

per the Performance Work Statement. Rates are stipulated in

Pricing Period 5: 1 October 2029 to 30 September 2030

GRAND

TOTAL

B.3 PERFORMANCE WORK STATEMENT

Durable Medical Equipment – VISN 15

(a). GENERAL INFORMATION

(1). Title of Project: Durable Medical Equipment – VISN 15

(2). Scope of Work: The Contractor shall provide all supporting supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, installation, assembly/setup, repair, pick-up and patient training/instruction-in-the-use of Government-owned, or purchased, Durable Medical Equipment (DME) in accordance with all terms, conditions, provisions, specifications, and schedules herein. Contractor is to furnish all storage, labor, transportation, and equipment required to provide durable medical equipment to eligible Veteran patients within the geographical area of VISN 15. This includes the provision of emergency DME repair and maintenance services. DME includes, but is not limited to, electric hospital beds, mattresses, electric and hydraulic patient lifts, overbed tables, overbed and floor trapezes, scooters, manual and powered wheelchairs, and additional items as determined by the VA Medical Center or Health Care Center listed in the solicitation.

Contractor must be in accordance with National Accreditation standards (i.e. Joint Commission on Accreditation of Healthcare Organizations (JCAHO)) for services provided under the contract, to include cleaning, storing, maintenance, education, setup, patient home safety, and inventory as required to meet the standards.

(3) Location: All deliveries and pickups shall be performed at the Veteran residence, or an identified location as specified by the VA. The area of service shall be all patients serviced by VISN 15. The geographical boundaries described herein have been determined as the areas of responsibility/jurisdiction for each local VA Medical Center (see VISN 15 Facilities and Counties covered, attached).

a. Harry S. Truman –VA Medical Center – Columbia, MO. (CO)

800 Hospital Drive Columbia, MO. 65201

b. VA Medical Center - Kansas City, MO. (KC) 4801 Linwood Blvd.

Kansas City, MO. 64128

c. Dwight D. Eisenhower - VA Medical Center – Leavenworth, KS. (LEA) 4101 S. 4th St.

Leavenworth, KS. 66048

d. VA Medical Center – Marion, IL. (MA)

2401 West Main St.

Marion, IL. 62959

e. John J. Pershing - VA Medical Center – Poplar Bluff, MO. (PB) 1500 N. Westwood Blvd.

Poplar Bluff, MO. 63901

f. Jefferson Barracks - VA Medical Center – St. Louis, MO. (STL) #1 Jefferson Barracks Dr.

St. Louis, MO. 63125

g. Colmery O’Neil - VA Medical Center – Topeka, KS. (TO) 2200 Gage Blvd.

Topeka, KS. 66622

h. Robert J. Doyle - VA Medical Center – Wichita, KS. (WI) 5500 E. Kellogg Drive Wichita, KS. 67218

i. Evansville – Health Care Center – Evansville, IN. (EHCC)

6211 E. Waterford Blvd.

Evansville, IN. 47715

j. Cape Girardeau VA Healthcare Center – Cape Girardeau, MO

711 South Mount Auburn Road

Cape Girardeau, MO. 63703

(4). Background: In Fiscal Year (FY) 2024, 10/01/2023 – 09/30/2024, Veterans Integrated Service Network (VISN) 15 completed an estimated 4,704 deliveries, 1,248 pickups, 205 emergency deliveries, drove 84,107 excess miles, and conducted 1,880 hours of labor providing DME to eligible Veteran patients within the geographical area of VISN 15. See Attachment A (Common Stocked Equipment & Estimated Usage) and Attachment D (Workload Estimates – Pricing Schedule) for further details.

(5). Period of Performance: The Contractor shall commence performance of the contract on the effective date in the resulting award document (Standard Form 1449, Block 20, Schedule of Supplies/Services). The contract will run for a period of 5 years.

(i) A 90-day phase in/phase out period, effective on the contract commencement date, is required to facilitate a potential change in Contractor upon expiration of the current contract and to ensure continuity of service for Veteran patient care.

This period shall be designated as a period for the transfer of Veterans from the incumbent to the successor contractor. A transition brief shall be held, in which a transition schedule shall be provided to both the incumbent and the successor contractor. This transition brief will be chaired by the lead Contracting Officer’s Representative (COR) and attended by the Contracting Officer.

(ii) During the phase in/phase out period, the successor contractor shall contact the COR with a list of Veteran patients the successor contractor has set up each day. The successor contractor shall notify the incumbent contractor of these serviced Veteran patients. The successor contractor shall provide information to the incumbent contractor to include the Veteran patient information name, address, contact information, and DME requirements that have been met by the successor contractor.

(iii) The successor contractor shall not receive any payment for the Veteran until it is confirmed by the Veteran that they have completed the setup of DME requirements (i.e. signed receipt by Veteran patient). The cost of relocating existing inventory from the incumbent VA contract storage place to the successor contractor’s facility shall be borne by the successor contractor. The successor Contractor shall pick up all VA-owned equipment from the incumbent Contractor within 30 days after contract award, at no cost to the Government.

(iv) The successor Contractor shall provide weekly updates to the VA of the transition to include status of inventory transitions, and Veteran patients transitioned to the successor Contractor. This update includes any deficiencies (e.g. storage, maintenance, infection control/cleanliness, safety, etc.) noted by the successor Contractor that the incumbent Contractor has failed to address.

Both contractors shall work closely together to assure a smooth and easy transition for the Veteran patients.

(6). Type of Contract: Firm-Fixed-Price IDIQ.

(b). CONTRACT AWARD MEETING. The Contractor shall not commence performance on the tasks in this PWS until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the Contractor that a kickoff meeting is waived.

(c). EQUIPMENT TO BE STORED, DELIVERED, PICKED UP: The Contractor is required to deliver, set up, and provide Veteran patient / caregiver education on various pieces of Durable Medical Equipment as requested and determined by the VA.

(d). GENERAL REQUIREMENTS.

(1). Ownership of medical equipment: The DME will be purchased by the VA and will be delivered to the Contractor’s facilities for storage and distribution. Title to all VA owned medical equipment shall remain with the VA. The Contractor must have the capability to receive motor freight.

(2). Instructions to Veteran patients and caregivers: Instructions to Veteran patients and their caregivers shall include proper use of the equipment and supplies, proper care and cleaning of the equipment, and safety precautions. Initial setup of equipment will be accomplished by a Contractor furnished certified DME Technician in the assembly and function of each item included in the contract.

(e). SERVICES TO BE PROVIDED.

(1). Hours of Operation: The Contractor shall maintain business hours of operation at the Contractor’s facility between 8:00am – 4:30pm, Central Time, Monday thru Friday, except on Federal Holidays.

(i) Contractor shall provide a full-time accessible employee with phone available during business hours. Should a Veteran patient pick up equipment/supplies from the Contractor’s facility, no delivery charges shall apply.

(ii) Contractor shall have a well-established communication system providing 24-hour emergency service. The Contractor shall provide emergency repair, pickup, or delivery services within 4 hours of notification. Contractor shall contact the VA representative for any safety issue that would require emergency resolution.

(iii) Contractor shall maintain an answering service to take after-hours emergency calls. The answering service shall inform the patient that the Contractor shall call the patient within 1 hour. The Contractor shall respond to the patient within 1 hour of the initial after-hours emergency patient call, regardless of whether the Contractor is using an answering service.

(2). Storage and inventory: The Contractor shall maintain a stock of VA-owned equipment. The Contractor shall perform weekly on-hand stock level inventories.

Documented inventories shall be submitted weekly via the agreed upon communication method, showing the inventory of all VA-owned equipment in storage to the VA-designated staff at the designated VA Medical Center by close of business (4:30 PM Central Time) on Tuesday afternoon each week showing the on-hand inventory at the close of business on the preceding Friday. An additional inventory of equipment shall be provided to the same VA-designated staff upon receipt of stock replenishment for updating purposes. The inventory will include item description, manufacturer/brand, quantity, and serial numbers. The VA will establish an initial stock level of each item and a reorder point where the Contractor is required to immediately notify the VA-designated staff for stock replenishing via email, fax, or other agreed upon method of communication.

(i). Contractor shall maintain a system of control to protect and preserve all Government property. A log of all VA-owned equipment will be maintained by the Contractor which will facilitate immediate location and identification for possible retrieval.

(ii). Contractor shall provide adequate storage for VA and Veteran patient items at the Contractor facility at no additional charge to the VA. All VA-owned Durable Medical Equipment shall be stored at the Contractor’s facilities, by the Contractor, until delivered to the requested location. The Contractor must maintain physical facilities and must maintain a visible sign with posted hours of operation. The location must be accessible to the public and staffed during posted hours of business. Contractor shall provide a secure, contained area, with adequate space for the storage of Government-owned supplies and equipment covered under this contract. The storage facility shall be climate controlled throughout the year relevant to proper temperature and humidity for the equipment being stored, clean, pest/rodent free in a well secured area. The Contractor shall provide clean, separate, and secure storage for all VA-owned equipment and supplies apart from all other contractor-owned equipment. The VA may use system-created barcode labels to label VA-owned inventory at the Contractor location.

Clean storage area must be furnished that is segregated from any dirty storage area; both areas must be clearly identified. Clean and dirty storage areas are in accordance with Joint Commission standards. The VA-owned material storage space will be segregated from all non-VA-owned material in the storage space.

The Contractor facility must be of sufficient size to store and maintain the minimum quantities of VA-owned DME. The storage area must meet or exceed all applicable state, local and national fire protection (NFPA) codes.

(iii). The Contractor facilities shall have the ability to receive DME deliveries when shipped by vehicles (e.g. trucks, vans, tractor-trailers, etc.) that may or may not have lift gates or similar assistive devices. The Contractor is responsible for providing loading and unloading systems and methods to accommodate diverse vehicle types.

(iv). After award of this contract, the Contractor’s proposed facilities shall be inspected by representatives of the VA Medical Center. Failure to provide acceptable facilities that meet the standards specified in this Performance Work Statement and Attachment B (Vendor Inspection Form) may result in termination for cause. Designated VA Medical Center representative(s) shall be provided access to the Contractor facilities during normal working hours (8:00 a.m. - 4:30 p.m., Monday through Friday) for the purpose of inspecting VA-owned DME.

(v). Upon commencement of the contract, an inventory of VA equipment currently stocked at the incumbent contractor’s storage area will be conducted jointly by the Contracting Officer or his/her designee and the successor contractor, and will be signed by both parties. This inventory will include items and the conditions thereof.

(vi). The VA reserves the right to add Durable Medical Equipment items routinely provided for home care patients.

(3). Delivery/Pick-Up: The Contractor shall make delivery/pickup of all equipment, supplies, or services specified within 24 hours, or the next business day, of authorized VA representative notification, or Veteran patient coordination. The Contractor shall not make deliveries when a Veteran patient or an authorized representative is not at the residence. Scheduling of deliveries will be at a time that is mutually acceptable to the Contractor and Veteran patient, but shall, as much as possible, meet with the Veteran patient’s requirements. The equipment will be set up in an area of the Veteran patient’s choice. The Contractor shall adequately prepare the site, unpack, and assemble equipment in a fully operational condition.

(i). Delivery and pickup of equipment between the Contractor and VA will be at no charge to the government.

(ii). Upon completion of delivery and setup service the Contractor shall submit written proof of delivery to the designated VA staff, which will include the documentation.

(iii). Prior approval by the Prosthetic Representative or designee is required before any permanent installation of equipment to wall, ceiling, floors, etc., at the Veteran patient’s premises is scheduled or accomplished. All supplies and labor for such permanent installations will be billed outside of this contract via a separate authorization and invoice.

(iv). In special situations the Contractor shall provide emergency setup within 4 hours of notification or on a weekend or Holiday at the emergency rates specified in Attachment D – Pricing Schedule.

(v). The Contractor will issue returned VA-owned inventory first. Returned VA-owned inventory are medical equipment which have been returned from VA Veteran patients, have been cleaned, and are ready for reissue. Acceptance of returned VA-owned medical equipment is determined by the local Facility.

(vi). Returned foam mattresses will not be reissued, but will instead be disposed of by the Contractor. Only new foam mattresses will be provided to Veteran patients.

(viii) One VAMC may ship equipment to any Contractor awarded under this solicitation to be delivered to a Veteran patient who resides within the jurisdiction of another VAMC in VISN 15. Delivery of that equipment will be completed at the same rates as outlined for the jurisdiction where the Veteran patient will reside, and any excess mileage will be computed from the VAMC nearest to the Veteran patient’s deliver site. In the event the delivery mileage exceeds 50 miles, the Contractor will be paid the standard delivery charge for deliveries within 50 miles of the VAMC, plus the per mile charge for each mile over 50 miles. The delivery orders will be issued from the ordering facility and billing will be made to that facility.

(iv). In the event of delayed delivery, the Contractor shall notify the COR or designee via email and provide justification as to why they are unable to deliver the required services in accordance with the Government’s required delivery date. The VA reserves the right to exercise all remedies that it has at its disposal including, but not limited to, making arrangements with an alternate vendor, in the event that the VA determines that the Contractor’s delay is unacceptable.

Failure to deliver for reasons caused by the Veteran patient or authorized caregiver shall not be held against the Contractor, however, delays on the part of the Contractor shall be documented and are subject to review and determination by the VA Contracting Officer’s Representative. Frequent delays may form the basis for termination of this contract.

(4) Home Safety Inspection / Veteran Patient Education:

(i) The Contractor is responsible for ensuring the Veteran patient has a safe home environment in accordance with Joint Commission standards. When equipment is delivered to a Veteran patient’s home, the Contractor shall review on-site environmental conditions. This includes addressing basic home safety, safe and appropriate use of equipment, handling, cleaning, storage, universal precautions, noting observable fire, tripping, or safety hazards and providing appropriate patient education related to fire/safety hazards. Upon delivery/setup the contractor is responsible for ensuring the home and electrical system shall support all requirements of the equipment being provided.

(ii) The Contractor shall provide education, training, and instructions to each Veteran patient at the time of setup or repair. This information is to be presented verbally, with demonstration. In addition, the printed material covered shall be left with the Veteran patient or caregiver. Veteran patient or caregiver education shall be performed on the proper usage for the issued equipment to include the following:

(1) Proper equipment usage, care/handling, cleaning, and maintenance, including a demonstration of correct use and observing a return demonstration by the Veteran patient / caregiver.

(2) Basic home safety, electric/fire safety, storage, and who to call in case of an emergency.

(3) Infectious control and precautions.

(4) Emergency preparedness.

(5) All education material provided by the Contractor shall be reviewed and approved by the Veterans Affairs contract evaluation team.

(iii) The Contractor shall notify the COR or their designee during the home visit if the Contractor's staff determines there are unsafe conditions which may include, but are not limited to, fire safety hazards, Veteran patient abuse, or any instance that places the Veteran patient, Contractor's staff, or others in immediate danger. The Contractor shall contact the COR or designee by phone during the home visit and furnish (via encrypted email or fax) written documentation of the safety hazard to the COR or their designee within five

(5) business days of the incident.

(iv) Contractor shall provide the Veteran patient a contact sheet which contains the vendor’s name and emergency 24-hour toll-free phone number for service/repairs.

(v) The Contractor shall be responsible for notifying the COR or their designee by telephone while in the Veteran patient’s home if any alteration to the Veteran patient’s home is necessary to accommodate the equipment, including electrical work. Electrical repair work is not authorized under this contract, but the Contractor shall notify the COR of the need for DME residence alteration. It is the responsibility of the Veteran patient to contact their provider before any alteration work is authorized on the Veteran patient residence.

(vi) The Contractor shall provide the Veteran patient with equipment user guides for the specific equipment issued. This shall include basic operation instructions such as connection, removal, emergency procedures, care and maintenance, and equipment-specific precautions. Emergency instructions for manual operation of hospital beds shall be laminated on a card and affixed directly to the hospital bed.

(vii) The Contractor shall provide the Veteran patient and review the following documents during all setups and repairs:

a. DME Delivery Checklist

b. Patient’s Rights and Responsibilities

c. Patient Satisfaction Survey

The Contractor is responsible for maintaining a copy of all documentation provided to the Veteran in the Veteran’s file. All or any part of the delivery documentation may be requested by the VA for all Veterans who have been provided equipment.

(5) Emergency/Non-Duty Hours: Emergency services may be requested by an authorized ordering official for delivery and setup of VA stock equipment. A list of all authorized ordering officials will be provided to the Contractor upon contract award and commencement.

(i) The Contractor shall use reasonable, sound judgement in determining whether a true emergency exists which requires immediate attention to constitute an emergency visit or whether the problem can be resolved by telephone troubleshooting with the Veteran or caregiver.

(ii) Emergency repairs during non-duty hours shall be limited to equipment or repairs previously provided or issued by VA, and instances where there is clear indication of a safety issue for the Veteran that needs to be addressed before the next business day.

(iii) The Contractor shall submit a proper invoice along with the circumstances of the emergency repair/service to the COR, or delegate, on the first business day following the emergency repair/service. The pricing schedule for such circumstances is found in Attachment D – Workload Estimates – Pricing Schedule.

(6). Pickup: All pickups will be accomplished within 24 hours of Contractor notification of the pickup requirement by the VA representative. Scheduling of pickups will be left to the Contractor, but shall, as much as possible, meet with Veteran patient’s requirements.

(7). Equipment returns: The Contractor shall have written policies governing equipment handling and cleaning in accordance with Joint Commission standards.

(i). All equipment suitable for reissue will be disinfected, cleaned, tagged, bagged, and returned to inventory within 48 hours.

(ii). Repairs to VA-owned equipment: The Contractor will inspect all returned equipment and perform repairs as needed. All repairs done to the VA-owned equipment will be completed in accordance with manufacturer’s recommendations by an individual certified by the manufacturer to perform such repairs. Certification of training by technicians performing work on VA-owned equipment is required. The Contractor will ensure technicians receive appropriate training on any equipment they currently are not certified to repair, within 90 days of award of this contract.

(iii). Returned equipment that the Contractor has been authorized by the Prosthetics Service to pick up shall be inspected and tested for satisfactory operation. Returned equipment shall be disinfected, cleaned, bagged, tagged and in good condition for reissue to another Veteran patient before being placed in inventory for reissue. Bagged equipment will be tagged showing date of cleaning and date placed in storage. VA representatives determine when equipment shall be returned/picked-up for reuse. For this purpose, it will be necessary for the Contractor to maintain enough repair and/or replacement parts on hand to assure prompt and expeditious repairs. Labor for the repairs will be invoiced at the contractual rate. For repair parts, the Contractor will contact the Prosthetic Service and a separate purchase order will then be issued for the required parts, on a case-by-case basis. Before any repairs are made the Contractor agrees to submit an estimate of charges to the Prosthetic Service for approval.

(iv). Items that are returned, which the Contractor determines to be non-serviceable, will be set aside and tagged for inspection and final determination by VA personnel. A list of all non-serviceable equipment will be prepared by the Contractor, to include serial numbers, and presented to the COR during the quarterly site visit. VA will approve disposition and maintain a copy for VA record. The Contractor will properly dispose of all non-serviceable equipment, in accordance with state and local laws, at no additional cost to the Government.

(8) Repairs: During duty hours, the Contractor agrees to submit an electronic estimate to the Prosthetics Service. Verbal estimates may be accepted if the Contractor is out in the field and is unable to provide an electronic estimate. The verbal estimate shall be followed with an electronic estimate within one business day.

(i) Contractor shall attempt to resolve problems in an initial service call. It is expected that needed supplies for routine repairs shall be taken along to the Veteran’s home so that routine repairs can be accomplished in one (1) visit.

(ii) If work cannot be completed in the initial service call, Contractor shall send the Prosthetics Service, via email, an estimate broken down to include a list of required parts, manufacturer, stock/part number, cost, delivery charge, as well as length of time required for repair.

(iii) For all repairs except emergencies required during standard working hours (as outlined in paragraph (e)(1) Hours of Operation of this Performance Work Statement), the Contractor shall receive an order from the Prosthetics Service on the next VA standard workday (listed in paragraph (e)(1) of this PWS) prior to performing any work.

(iv) The VA reserves the right to compete all repairs over the micro-purchase threshold for services. The VA also reserves the right to purchase required parts and have them delivered to the Contractor. In the event the Contractor is authorized to provide parts for repair, the Contractor shall provide the part(s) at the Contractor’s cost +15% markup and submit the invoice to the designated COR for payment.

(v) Warranty: Contractor warrants all work performed for a period of 30 calendar days. The Contractor will also verify with the manufacturer for warranty coverage for repairs prior to billing VA. The Contractor shall not be compensated by VA or the Veteran for any work performed under warranty.

(9) Special notifications: All accidents, malfunctions, injuries, death, and equipment recalls related to the provision, delivery and use of durable medical equipment shall be reported immediately (within 24 hours of occurrence) to the Contracting Officer’s Representative (COR) or his/her designee and to the manufacturer of the equipment.

(10). Standard precautions shall always be used when handling all contaminated equipment/items. Gloves shall be worn when handling items soiled with blood and/or bodily fluids. Hands shall be washed before and after visiting each patient and when gloves are removed. Contaminated equipment will be separated from clean equipment.

(11). Source of Information: The Contractor will transact business only with the appropriate offices of VA Medical Center and in no case deal directly with or solicit Veteran patients of the VA. The Contractor shall not recommend to patients, caregivers, and/or family members served under this contract additional products, services, or opinions, nor offer to supply products or services at either participating VAMC or patient’s expense.

(12) Incomplete Work: In the event there are unforeseen conditions (e.g. Veteran passes away/moves, acts of God, etc.) after the Contractor has begun authorized work on behalf of the Veteran patient, the Contractor shall immediately inform the Prosthetics Service prior to completion of the work. Prosthetics will determine if work shall be completed, discontinued, or changed at that time, and disposition of equipment and parts shall be determined by the Prosthetics Service. If the Contractor is instructed not to complete the work by the Prosthetics Service, the Contractor shall be reimbursed for the portion of the job that has been completed. The Contractor shall be required to certify to these circumstances for invoicing purposes in lieu of written proof of delivery.

(f). MILEAGE FACTORS: Service delivery and pricing for this contract is based upon mileage from each of the VA Medical Facility locations identified in the Price and Delivery Schedules.

(i). Delivery and pickup mileage will always be calculated between the ordering VA Medical Facility location identified in the Price and Delivery Schedules and Veteran patient’s address, NOT between the Contractor’s physical storage facilities and the Veteran patient’s address.

(ii). If the Veteran patient’s delivery address is anywhere inside a fifty (50) mile radius of the ordering VA Medical Facility location, the delivery or pickup will be at the firm-fixed-price per trip charge specified in the Price Schedule.

(iii). If the Veteran patient’s delivery address is anywhere outside a fifty (50) mile radius of the VA Medical Facility location, the delivery or pickup will be priced at the firm-fixed-price per trip charge specified in the Price Schedule plus the mileage price specified in the Price Schedule for that portion of the trip (one way) that is outside of the fifty (50) mile radius.

(iv). Mileage between the nearest VA Medical Facility location and the Veteran patient’s address will be calculated using the internet site https://www.mapquest.com. The shortest distance between the two addresses will be used for computation.

(v). Computed mileage will be rounded to the nearest whole mile.

(g). ELECTRICAL REQUIREMENTS:

(1). It is the responsibility of the Contractor to ascertain that the electric service in the residence can handle the additional power load caused by installation and use of the equipment.

(2). It is the responsibility of the Contractor to assure the determination of the capability of the electrical service to handle the additional load is made by persons qualified to do so.

(3). Equipment shall not be delivered/installed to sites where there is improper wiring, outlets, or any other readily visible safety problems. In those cases, the Contractor should abort the delivery and notify the Prosthetic Representative or designee. The Prosthetic Representative or designee will notify the prescribing physician.

(4). If the Contractor installs the equipment under this contract and the electrical service in the residence is not able to handle the load, the repair of all resultant damage will be the sole responsibility of the Contractor.

(h). RIGHTS AND RESPONSIBILITIES: The Contractor shall furnish each Veteran patient with a written statement of Patients’ Rights and Responsibilities and answer any questions that the Veteran may have relating to the written statement. The Contractor shall review the patient rights document with all delivery, setup, and repair personnel to help ensure these rights are honored. The Veteran patient or caregiver will sign the form provided by the Contractor reflecting that rights and responsibilities are understood. This service is included in this contract at no additional charge to the VA.

(i). DME CHECKLIST: The Contractor shall provide a DME Checklist document at the time of each delivery to each VA Veteran patient. This document serves as a place to document the VA Veteran patient signature of receipt of the items being delivered, receipt of manufacturer’s written instruction-in-use, and understanding of how to safely use and care for the equipment.

The DME checklist shall include information to the VA Veteran patient regarding procedures to follow in order to contact the VA in the event of emergency services are needed in relationship to delivered equipment. A copy of the DME checklist shall be left with the VA Veteran patient.

The Contractor shall provide a signed copy of the DME checklist to the VA Prosthetics Department within 3 business days of completion of work.

(j). POLICIES AND PROCEDURES: The Contractor shall have written policies and procedures to include:

a. Incident Reporting System: A process for notification of equipment hazards, defects, and recalls and an effective written recall plan. This plan shall be available at each Contractor Facility and available for CO/COR inspection on demand. All product recalls including required or recommended removal, adjustments or modifications associated with equipment delivered or repaired under this contract shall be reported to the COR, in writing within 24-hours after occurrence. Any items subject to a recall shall be discontinued from use until otherwise authorized by the COR. The Contractor shall provide the following information to the COR within 24-hours after occurrence:

1) A complete item description and identification

2) Administrative identification data including contract number, order numbers and order date

3) Reason for recall, removal, adjustment, or modification

4) Instructions and Contractor recommendations for appropriate corrective action.

b. Contractor shall have in place written procedures for delivery, recovering, receiving, segregating, and cleaning DME which is appropriate to the equipment according to the manufacturer’s instructions, and disinfection of items which are stored/reused. Written procedures shall be in place for disposal of equipment or supplies designed for single Veteran use only, i.e. foam mattress. All equipment shall be labeled or tagged and dated to document such procedure.

c. A process for reporting and resolving patient complaints, which will include a file of the complaints, the steps taken to resolve the complaint and subsequent follow-up of the problem. The complaints registered and the Contractor’s action to resolve them shall be reported quarterly to the Contracting Officer or his/her designee. A report of negative response is required.

d. The Contractor shall maintain a VA Veteran patient account folder in compliance with Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

All Veteran patient files are subject to review by the VA and accreditation surveyors. At a minimum the Veteran patient folder shall adhere to Joint Commission and CMS standards for Veteran record keeping. These folders remain the property of the VA and shall be returned to the VA at the expiration of the contract. This folder shall contain identification of the Veteran, name and telephone number of the family member or authorized caregiver. This folder will include but not be limited to:

1) Documentation of setup and delivery

2) Documentation of Veteran receipt of Veteran rights/responsibilities

3) Documentation of Veteran education and safe home environment to include fire assessment

4) Documentation of plan of service/care

5) Recall plan

6) Assessments

7) Invoices

8) Individualized plan of treatment by Veteran physician or other individual as allowed by law and organization policy

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

1) Permits and licenses, as necessary

2) Education training records of personnel, orientation and ongoing

3) Accident and incident reporting

4) Veteran education rights and responsibilities

5) Quality improvement

6) Equipment maintenance

7) Fire and emergency preparedness planning

8) Handling Veteran complaints

9) Universal precautions including personal hygiene, precautions, aseptic techniques and communicable infections

10) Safety and occupational health proceedings

11) Veteran care record, satisfaction, survey, and confidentiality

f. Equipment Maintenance: Contractor shall maintain an equipment management file for all VA-issued equipment. These records shall remain the property of the VA. The folder shall include, but is not limited to:

1) Serial number and model number of the delivered item

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

3) Who currently has possession of the item

4) Documentation of decontamination

(k). QUALITY CONTROL PLAN: Contractor shall maintain an ongoing quality assurance program to objectively and systematically monitor and evaluate the quality and appropriateness of services, resolve identified problems, pursue opportunities for improved Veteran patient care, and provide a self-assessment of compliance with this contract.

(1) Customer Satisfaction Report: The Contractor shall have an ongoing VA-specific Quality Control (QC) program designed to objectively and systematically monitor and evaluate the quality of the DME services provided to Veterans, identify and resolve problems, and pursue opportunities to improve DME services for Veterans. A DME Patient Satisfaction Survey, approved by the Contracting Officer’s Representative, shall be provided to each patient when delivery/pick-up/repair occurs. The Contractor shall keep track of the results for each site and provide the data, trends and comments in a format approved by the VA. A quarterly summary of the QC program and VA Patient Survey shall be submitted to the COR by the 15th workday of each new quarter.

Quarters begin October 1; January 1; April 1; and July 1 of each year.

(2) Monthly Inventory Report: Contractor shall establish and maintain a system of control to protect and preserve accountability of all Government property. A monthly inventory of equipment in storage shall be submitted to the COR. Monthly inventories must be submitted via email to the COR or designee on or before the 15th workday of each month. This inventory shall include the item description, quantity of items, serial numbers, and condition of the items. The monthly report is independent of the weekly inventory report.

(3) Timeliness Report: The Contractor shall provide the COR at each facility served a monthly timeliness report approved by the COR. The report shall show the purchase order number, date received, type of service (delivery/pick-up/repair), date delivery or repair 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 provided to the COR electronically by the 15th workday of each month.

(4) Periodic Performance Review Report: The Contractor shall maintain acceptable service, reporting systems and quality control that meets the level of Joint Commission standards. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of contract. Email and overnight mail notification shall be provided by the Contractor to the COR regarding any adverse action of the Contractor taken by a regulatory agency.

(5) Contract Usage Report: The Contractor shall provide a monthly electronic report detailing contract usage by each VISN 15 facility. The Contract Usage Report shall be provided electronically to the COR responsible for each facility by the 15th workday of each month.

(6) Incident Report: The Contractor shall report special incidents found or occurring during a home visit; to include finding patients in need of emergency medical assistance, safety hazards that do not fall into the category of presenting immediate life-threatening danger to the patient or Contractors staff, inability to contact a patient within a reasonable period of time, suspected abuse or neglect of a patient by family members or caregivers, and any other incident meeting the Contractors written policy for incident reporting according to National Accreditation standards. All reports, containing confidential patient information, shall be provided to the COR via encrypted email using a standard encryption scheme, or fax within 24 hours. The Contractor will follow all state and local laws in reporting suspected incidents of abuse or neglect. Life threatening situations shall be reported to the proper authorities immediately. The Contractor shall maintain a file containing all incident reports at its place of business.

(7) 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 workday of each new quarter (Quarters begin October 1; January 1; April 1; and July 1 of each year).

(8) Emergent Patient Safety Reports: The Contractor shall provide the following emergent patient safety reports throughout the contract period (initial notification shall be within one business day of when the Contractor is aware of the event or issues) with a follow-up official report within 5 business days unless specified below.

The Contractor shall inform the COR or their designee of a sentinel event (as defined by Joint Commission) via encrypted email or fax that occurs during the performance of this contract that involves the patients serviced under this contract.

All Veteran patients shall have the right of refusal of service. In the event a patient refuses service or orders the equipment to be removed from the home, the Contractor shall notify the COR or designee by phone. The Contractor shall also report the specifics of the refusal to the COR or designee within 5 business days via encrypted e-mail.