36C25625Q0758.pdf

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SUBJECT* PROSTHETICS 5-YEAR LONG TERM Durable Medical Equipment Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39157

SOLICITATION NUMBER* 36C25625Q0758

RESPONSE DATE/TIME/ZONE 04-09-2025 1600 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 5 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q999

NAICS CODE* 339113

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

715 S. Pear Orchard Road

Ridgeland, MS 39157

POINT OF CONTACT* Contracting Officer

Ricky Weaver ricky.weaver2@va.gov

601-951-3715

Sources Sought Notice

PLACE OF PERFORMANCE

ADDRESS 2495 Shreveport Highway 71 N, Pineville LA

POSTAL CODE 71360

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

***** Word Document ' OPPORTUNITIES-DESCRIPTION: PWS- Alexandria DME - Long Term 122724' Ignored *****

End of Document

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES /PROPOSALS

PERFORMANCE WORK STATEMENT

Durable/ Home Medical Equipment/Accessories Services

A. Background

The Alexandria Veterans Health Care System, a VISN 16 VA Healthcare Network Medical Center has a requirement for Durable/ Home Medical Equipment/ Accessories (DME/HME) Services to provide all necessary labor, facilities, pick-up and delivery, set-up, disassembly, storage, repairs, and inventory management of VA owned equipment. Multiple Resource Use Specific to Repair of Mobility Devices (e.g. manual wheelchairs, power chairs, and scooters): Alexandria Veterans Health Care System intends to use multiple contracted sources for repair of mobility devices (e.g., manual wheelchairs, power wheelchairs and scooters), interchangeably and separate, from this requirement for repair of mobility devices (e.g., manual wheelchairs, power wheelchairs and scooters). Durable/ Home Medical Equipment/Accessories (DME/HME) Services shall be in accordance with all terms, conditions, specifications, and requirements of this Performance Work Statement (PWS).

Description/ Specifications

Definitions:

VA Veterans Affairs VAMC Department of Veterans Affairs Medical Center VISN Veterans Integrated Service Network VETERAN Beneficiary, Patient CBOC Community Based Outpatient Clinic CLIN Contract Linie Item Number CO Contracting Officer COR Contracting Office Representative CDC Centers for Disease Control CDL Commercial Driver’s License DOT Department of Transportation TJC The Joint Commission PSAS Prosthetic & Sensory Aids Service HCPC Healthcare Common Procedure Code

ATP Assistive Technology Professional LPH STERIS' LpH® se One Step Germicidal Detergent OSHA Occupation Safety and Health Administration AVAHCS Alexandria Veterans Health Care System HME Home Medical Equipment DME Durable Medical Equipment Note: DME includes all items of a therapeutic or rehabilitative nature, which are determined as medically necessary for home treatment of eligible Veterans, e.g., hospital beds, over-bed tables, bathroom equipment, invalid lifts, hand cycles, stair glides, room air conditioners, standing tables, portable ramps, mobility (Walking) aids, environmental control units, etc.

ATP Assistive Technology Professional Note: An ATP is one that has received a professional certification in recognizing demonstrated competence in analyzing the clinical needs of the Veterans with disabilities, assisting in the selection of appropriate assistive technology for the care and rehabilitation treatment of the Veteran, and providing assessment and rehabilitative training in the use of the selected clinic.

B. SCOPE:

The Alexandria Veterans Health Care System intends to enter into a firm-fixed priced, Indefinite Delivery Indefinite Quantity (IDIQ) Contract with single award, in accordance with all terms, conditions, provisions, schedules and specifications of this solicitation for a period of one year from the date of award, pending availability of funds.

1. Contractor shall provide delivery and pick-up, receiving, storage, set-up, assembly, take-down, disassembly, installation, instructions, sanitizing, repair, and maintenance of VA owned DME/HME to eligible Veterans/Caregivers as required by the VA,

2. Repair of mobility devices (e.g., manual wheelchairs, power wheelchairs and scooters). Services provided shall be all inclusive of deliveries and transportation to include set-up/delivery of equipment and related accessories, safety inspections, and in-service training (non-clinical) for Veterans on equipment functionality. In accordance with sound industry practice, and the terms and conditions of the contract, Contractor shall be responsible for the proper care, maintenance, and use of Government-owned DME/HME in its possession or control from the time of receipt until properly relieved of responsibility. The removal of Government-owned DME/HME to storage, or its contemplated transfer, does not relieve Contractor's responsibility.

3. Deliveries and/or pick-ups shall be made at such times and in such quantities as specified by the Contracting Officer, Contracting Officer Representative (COR) and/or the Purchasing Agent.

4. Contractor shall furnish Durable Medical/ Home Medical Equipment (DME/HME) and/or accessories necessary to provide DME/HME Services to eligible Veterans under the jurisdiction of the primary service area of the AVAHCS, in the Veteran’s/Caregiver’s homes or other designated points in accordance with standards established by the Joint Commission for Home Care through reissue of equipment and/or accessories for which Contractor has provided pick-up, repair, cleaning, and storage.

5. Durable medical equipment and/or accessories necessary to provide DME/HME shall only be provided (setup) based on an assessment of the Veteran and an order (prescription) by a VAMC health care provider. Each DME/HME task order shall be individually requested through a Prosthetic Purchase Order on an individual Veteran basis.

6. Contractors must meet The Joint Commission Standards or equivalent body (which meets or exceeds TJC Accreditation) for services provided under the contract. Throughout the contract, Contractor shall be able to consistently perform services at or above the standards set by The Joint Commission. The Joint Commission standards can be found at http://www.jointcommission.org/.

7. If contractor is surveyed during the contract term by any accreditation body, they shall notify the COR or designee in writing of survey dates and outcomes. If any accreditation is revoked or local, state, or federal citations received during the performance period covered by the contract Contractor shall notify the COR or designee within three (3) business days of the citation.

8. For this Performance Work Statement (PWS), the normal delivery or service area is considered to cover the counties/parishes serviced by the Alexandria Veterans Health Care System and its affiliated Community Based Outpatient Clinics (CBOCs).

a. Major sites with affiliated areas:

(1) Alexandria Veterans Health Care System (AVAHCS) 2495 Shreveport Highway, Pineville, La. 71360-4044

b. Community Base Outpatient Clinics (CBOCs)

(1) Lafayette Campus B VA Clinic 309 Saint Julien Avenue, The Specialist Center, Suite 201 Lafayette, LA 70506-4655

(2) Lafayette VA Clinic, 3149 Ambassador Caffery Parkway, Lafayette, LA 70506-7209

(3) Lake Charles VA Clinic Douglas Fournet Department of Veterans Affairs Clinic 3601 Gerstner Memorial Drive (LA Hwy-14)

Lake Charles, LA 70607-3231

(4) Fort Johnson VA Clinic, 3353 University Parkway, Leesville, LA 71446-9041

(5) Jennings VA Clinic, 1907 Johnson Street, Jennings, LA 70546-3627

(6) Natchitoches VA Clinic, 740 Keyser Avenue, Suite B Natchitoches, LA 71457-6043

c. Catchment Areas and Bordering States

Contractor shall provide emergency setup, and management of DME/HME services only when the facility requests these services to any patients that are treated at the AVAHCS and all Community Based Outpatient Centers (CBOC’s) supported therein (Clinic of Jurisdiction/Primary Service Area COJ/PSA), regardless of the physical location. The listing of these counties/parishes does not exclude other counties/parishes. This requirement includes services to patients who reside near bordering states catchment areas but prefer to be seen at AVAHCS and have been identified & verified as registered Veterans of

AVAHCS.

Counties/Parishes Served: To include, but not limited to:

(1) Louisiana: Vernon, Sabine, Grant, Natchitoches, Winn, La Salle, Catahoula, Concordia, Avoyelles, Rapides, Beauregard, Allen, Evangeline, St. Landry, Pointe Coupee, Iberville, St. Martin, Acadia, Jefferson Davis, Calcasieu, Cameron, Vermillion, Iberia.

(2) Texas: Jefferson, Orange, Newton, Sabine

d. Services required for counties/parishes outside of 75-mile catchment areas listed above will be negotiated on a case-by-case basis.

e. Contractor and all sub-contractors, used in the execution of this contract, must have pick-up, delivery, and repair capabilities/ competencies to perform work outlined in this IDIQ, within the defined contract timelines, and geographic area of all sites and/or zones. At the time of award, Contractor shall submit, to the Contracting Officer, a written document certifying ability to effectively meet all requirements of the contract, at the time of award.

NOTE: New clinics associated with AVAHCS may be added during the life of the contract via modification.

C. Contractor Responsibilities:

C.1. Branches/Agents

Contractor shall provide by attachment hereto, the name, location, and telephone number of all firms proposed to be used in the performance of the contract, in the format shown below. If Contractor maintains branches and/or agents through whom business may be transacted. Contractor information shall be in the format shown below.

Contractor shall disclose full particulars/all information concerning the agreement between such branches and/or agents authorizing and instructing them to furnish supplies and/or services covered by the contract at the rates and in accordance with the terms and conditions therein.

C.2. HSS

No contract shall be awarded, nor payment made, to any individual or entity that appears on the Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities.

C.3. Equipment and Supplies

The VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up, and all other services outlined within this contract. VA-owned equipment may be delivered directly to Contractor’s warehouse from suppliers or picked up from the VA location as directed by the COR.

Contractor shall be expected to provide service for other items which may not be on the list, but which are similar in nature to those listed:

a. Home Care Beds, manual to include Bariatric Beds, and side rails

b. Home Care Beds, electric (adjustable)– to include Bariatric Beds, and side rails

c. Mattresses, Foam, Innerspring, Specialty (Dry, Gel, Water, Air, Powered Press

Reducing, Non-Powered Pressure Reducing)

d. Trapeze Assemblies (floor and bed mounted)

Vendor Address Telephone Number

Sub- Contractor

Y/ N

e. Over-bed Tables

f. Slings, for Veteran Lift, Veteran lifts

g. Bathroom equipment (To include Bariatric bathroom equipment)

h. Wheelchairs, Manual

i. Wheelchairs, Power – including batteries, and charger

j. Walkers, Rollators

k. Scooters

l. Home Safety Equipment and

m. Hospital Bed Repair (when appropriate, prior to replacement)

n. Installation of Grab Bars

o. Any other Durable Medical Equipment considered by Prosthetics Service to be needed to maintain and improve the Veteran’s quality of life and overall health while being treated at Veteran’s home (e.g., Veteran lift, shower chair, Suction pumps and Enteral feeding pumps, Pneumatic compression devices, etc.).

C.4. Hours of Service:

a. The services covered by this contract shall be furnished by Contractor as defined herein. Contractor shall be available as scheduled. Contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off-duty hours as described below.

b. The following terms have the following meaning:

(1) Work Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

(2) Non-Work Hours: Monday through Friday, 4:31 p.m. to 7:59 a.m., and all Saturdays and Sundays.

(3) Federal Holidays: The holidays observed by the Federal Government are:

New Year’s Day January 1 Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Or any other day specifically declared by Executive Order, or Presidential proclamation be a Federal Holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

c. Contractor shall have or be able to acquire an adequate number of competent personnel by the start of the contract and during the contract period to render prompt, courteous and satisfactory service for all service for all items required under the contract.

d. Contractor shall maintain business hours of operation at Contractor’s facility between 8:00 a.m. and 4:30 p.m., local time, Monday through Friday, excluding Federal holidays.

e. Contractor shall have a well-established communication system providing twenty-four (24) hour a day, seven (7) days per week, including holidays, emergency services. Contractor shall provide emergency repair or delivery services within four (4) hours of notification, or if there is a safety issue that requires resolution prior to the next business day.

f. If an answering service is used to take emergency calls after hours, the answering service shall inform the Veteran that Contractor shall call the Veteran within one (1) hour. Contractor shall respond to the Veteran by telephone within one (1) hour of the initial Veteran call, regardless of whether they are using an answering service.

C.5. Contractor Telephone Accessibility (DME/HME)

a. Contractor shall provide a toll-free (1-800) telephone number and local telephone number for Veterans/Caregivers and the Medical Centers/CBOC’s and/or agrees to accept telephone orders for service from the COR, or Prosthetic designee; to be followed up with a Prosthetics Purchase Order (PO) within one (1) business day.

b. Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and email system with PKI Encryption (required) to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with email access shall be kept secure and out of the public view to maintain the safety and security of our Veterans’ confidential medical information.

c. Contractor shall not place collect telephone calls to any AVAHCS/CBOC locations, or Veteran/Caregiver.

Offeror to list person to be contacted for expediting orders:

COMPANY: Alexandria Veterans Health Care System

TITLE: CHIEF, PROSTHETIC & SENSORY AIDS SERVICE

ADDRESS: 2495 SHREVEPORT HWY

CITY: PINEVILLE STATE: LA ZIP: 71360

TELEPHONE NUMBER: (318) 466-2873

Work Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

C.6. Place of Performance

a. Contractor shall render services at multiple locations within the Medical Center’s affiliated zones identified in the scope of this contract, to include Veteran/ caregiver residence, any VA Medical Center/CBOC, and Contractor or sub-contractor facility/ warehouse.

b. Contractor shall have a facility physically located within 5 to 15 miles of the Alexandria Veterans Health Care System in which they are contracted to provide service. The geographical boundaries described herein have been determined as the areas of responsibility/jurisdiction and service ability for the VA Medical Center. Proof of the physical location of the facility shall be submitted with the proposal.

c. Contractor shall pick-up DME/HME and accessories at the location specified, i.e., the Veteran’s/Caregiver’s residence or other designated area and deliver to the location specified by VA. Contractor shall not deliver or set-up vehicle lifts at the Veteran’s/Caregiver’s residence, unless otherwise specified.

C.7. Equipment Setup, Assembly, and Adjustment

a. Upon delivery of an item(s) to a Veteran’s residence, Contractor shall be required to set-up and adjust the item(s), as appropriate to meet the Veteran’s need. No permanent set-up or alteration, excluding grab bars and rail installations, are authorized under this contract. Should there be a need to install or affix any permanent fixture to wall, ceilings, floors, etc., at the Veteran’s premises, Contractor shall provide a quote to the VAMC Prosthetics Service POC for VA review and consideration for approval. If VA authorized, this service shall be quoted and invoiced as a separate charge after issuance of a separate procurement request. No work is to be performed without written authorization and a purchase order number from the COR or designee.

b. The delivery and set-up/ installation for up to four (4) grab bars is limited to one (1) flat rate service charge. Contractor shall bring an adequate variety of various sized VAMC/CBOC owned grab bars for assessment of the proper size to be installed.

c. Contractor shall set-up DME/HME according to the Veteran’s preference if safety permits. Although Contractor is not considered a furniture moving company, Contractor shall attempt to accommodate the Veteran/Caregiver.

d. Contractor shall adequately prepare the site in the Veteran’s home; and shall unpack and assemble equipment in a condition to be safely used. Contractor shall remove all packing material from the Veteran’s home, and area is to be left clean and orderly. Contractor shall obtain documentation and Veteran’s signature outlining the instructions provided to the Veteran and documenting return demonstration by the Veteran/Caregiver. Contractor shall be responsible for damages to a Veteran’s residence or where the Veteran is cared for during the delivery, pick-up, or service.

e. DME/HME items may require contractor re-certification and/or re-education (non-clinical) on equipment mechanics/ functionality for the Veteran’s/Caregiver’s to safely operate the equipment. DME/HME task order shall be individually requested through a Prosthetic Purchase Order to visit the Veteran’s home to provide re-education on equipment mechanics/ functionality when and Contractor shall document this re-certification.

f. If for any reason Contractor is unable to deliver or pickup item(s) within the prescribed time allotted, Contractor shall immediately notify the COR, Prosthetic Rep, or Prosthetic Purchasing Agent for further instructions.

Contractor shall be responsible for contacting the Veteran to arrange a reasonable time to accomplish the required services, to include scheduling of all maintenance and repair of delivered and existing DME/HME.

g. If the arrival for the scheduled appointment is delayed (or anticipated to be delayed) beyond a four (4) hour window, Contractor shall contact the Veteran/Caregiver and notify them of the delay or need to reschedule the appointment for no later than the next calendar day, as well as contact the COR or designee that initiated the service request.

C.8. Delivery/Set-up and Pick-up Orders

It is estimated that at any given time the DME/HME identified as part of this contract shall require delivery/set-up/repair/storage.

1. Veteran/Caregiver Contact

a. Contractor shall contact the Veteran to arrange an appointment for services the same day for emergency and within one business day for routine requests.

Contactor shall visit the Veteran’s residence, in the performance of this contract, by appointment only between the hours of 8:00 a.m. and 4:30 p.m. (CST), Monday through Friday, except in cases of emergency.

b. Contractor shall contact Veteran to schedule an appointment for delivery/pick up at Contractor’s expense. All appointments for delivery/pickup shall be given a four (4) hour time slot, i.e., between 8:00 a.m. and 12:00 Noon; between 10:00 a.m. and 2:00 p.m., etc.

c. A minimum of three (3) contact attempts is required. If contact cannot be made to a Veteran within three (3) consecutive business days after receipt of the delivery/pickup order, Contractor shall contact the COR or designee for guidance. A record of all contacts made shall be included with each invoice submitted. Documentation is required if the time for the DME/HME delivery, set-up, repair, or pick-up is beyond the terms of the contract.

2. Deliveries and Setup of Equipment

a. Contractor shall not deliver any DME/HME items to the Veteran’s/Caregiver’s home or render any services, unless pre-approved/ requested by COR, Prosthetic Rep, or Prosthetic Purchasing Agent.

b. All delivery, set-ups, pick-ups, and repairs shall be accomplished by Contractor for the major site location(s) of the Veteran’s residence. All transportation of durable/ health medical equipment shall be made with Contractor’s company vehicle(s) and driver(s). Contractor shall provide all labor, parts, equipment, transportation, fuel, and supervision necessary to provide the services required in accordance with the terms, conditions, special provisions, and schedules contained in this contract.

c. Contractor shall pick-up all equipment delivered to the VA Medical Center and/or VA warehouse, upon notification of need for pick-up, by the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, at an agreed upon pick-up time. The cost of this pick-up shall be borne by Contractor. The Government, in its sole discretion, shall assign each Veteran a VA Medical Center based on the Veteran’s residence.

d. Contractor shall be responsible for installing all equipment required under this contract in proper and complete operation at the designated location identified by VA. Equipment shall be installed by a qualified/certified technician familiar with the equipment involved and fully qualified under the laws of the designated point of delivery.

e. Contractor shall properly secure equipment/supplies and documentation while in route to and/or from VA designated locations, and the Veteran’s residence, to prevent damage to VA owned equipment. Contractor shall be liable for damage to VA owned equipment in their possession. Contractor shall deliver new and/or used equipment/supplies as requested on each Purchase Order to maintain accurate inventory maintenance.

f. If the request is to be completed at the residence of the Veteran, Contractor shall provide the Veteran a four (4) hour window of time when Contractor shall arrive at the residence. Time and method of performing delivery and/or repair services shall be pursued with such diligence and in such a manner by Contractor as to relieve any anxiety of the Veteran or interested parties.

g. Upon completion of each delivery request, Contractor shall document all pertinent information regarding the delivery/set-up request issued by the COR, Prosthetic Rep, or Prosthetic Purchasing Agent (for example, telephone calls to the Veteran, complaints from Veteran/Caregiver, refusal of DME/HME, parts missing on equipment, etc.).

h. If authorized repairs cannot be completed at the Veteran’s residence, Contractor shall take the equipment to their facility, make the repairs within 30 calendar days and immediately (within one calendar day) return item to Veteran’s residence.

Loaner equipment equal to the device in repair shall be provided to the Veteran if the repair cannot be accomplished within thirty (30) calendar days.

i. Contractor shall notify the COR, Prosthetic Rep, or Prosthetic Purchasing Agent immediately via email when it is determined that the requested services cannot be accomplished within the required time frame. In the event the COR, Prosthetic Rep, Prosthetics Purchasing Agent, and/or Contractor’s email is unavailable, notification shall be made by telephone to the COR, Prosthetic Rep, or Prosthetic Purchasing Agent the next official business day.

j. In addition, Contractor shall inform COR, Prosthetic Rep, or Prosthetic Purchasing Agent within one business day if the Veteran no longer lives at the address on file or the contact information is provided to Contractor by PSAS is not accurate. No VA equipment shall be left at the identified invalid address.

k. Upon receipt of items dropped-shipped (shipped directly to the Contractor) or VA stocked items, Contractor shall complete the delivery/set-up, pick-up, or repairs as follows:

3. Routine: The delivery/set-up/pick-up itself shall be completed within 48 hours of receipt of the purchase order. Exception: Unless otherwise approved by COR, Prosthetic Rep, or Prosthetic Purchasing Agent or if the Veteran/Caregiver requests additional time, or if three (3) attempts to contact the Veteran/Caregiver to schedule services were uneventful within 24 hours of receipt of the delivery/ set-up/pick-up order.

4. Emergency orders/ services: Within four (4) hours of receipt of order or required VA ordered equipment.

a. Contractor shall be required to perform and complete such emergency services within four (4) hours, only after receipt of a specific order or authorization from the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, within the service area and within eight (8) hours outside of the service area. Contractor shall be required to perform and complete such services, twenty-four (24) hours a day, seven (7) days a week. Cost for this service shall be billed at the EMERGENCY rate in the Schedule of Supplies/Services. NOTE: Refer to schedule for additional mileage over 50 miles.

b. For invoice and payment purposes, in the event a requested emergency order is not completed within hours requested, through no fault of the Government and/or Veteran, the orders shall be considered a routine delivery service, if completed within two (2) business days.

c. Failure to perform emergency delivery/service shall be documented, with “written explanation” as to cause. Repeated failures shall be considered grounds for invoking the default clause of this contract.

d. Contractor shall maintain detailed records for each Veteran of all item(s) picked up and delivered to the Veteran. The Veteran’s file shall include the make, model, serial/lot number, and any modification incorporated therein.

C.9. Contractor Contact Information

Contractor shall provide a main point of contact person whom the Department of Veterans Affairs may contact during the period of this contract for prompt action on matters pertaining to the administration of this contract.

(1) Name:

(2) Title:

(3) Address:

(4) Phone:

(5) Fax:

(6) Email address

C.10. Maintenance, Repair & Refurbishing of DME/HME

Contractor shall perform maintenance, refurbishing, and repair service for DME/HME in accordance with the manufacturer’s instructions by personnel who are qualified/certified to service the specific equipment as described in section C.24 paragraph f.

Certifications shall be kept in each personnel file.

1. Minor repairs or adjustments: shall be accomplished at the Veteran's residence whenever possible. Minor repairs or adjustments constitute repairs that can be performed "on-the spot" (such as adjusting side rails, replacing casters, replacing modular motors, part replacement, etc.).

2. Emergency repairs: may be conducted during Prosthetic Service non-business hours at the discretion of Contractor; however, emergency repairs shall only be performed to the extent of placing the appliance back into serviceable condition.

Extensive repairs shall be suspended until normal business hours.

a. Contractor shall use VA parts when available. If Contractor furnishes parts, Contractor shall indicate the following:

(1) Parts are manufacture approved

(2) Cost of the parts used in the repair

(3) Part numbers of the parts used (if applicable)

(4) Cost of labor

(5) Total cost of parts used

b. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent is responsible for notifying Contractor of the need for repair services. In the event the Veteran contacts Contractor directly, Contractor shall not make repairs without prior written approval of the COR, Prosthetic Rep, or Prosthetic Purchasing Agent.

c. Contractor shall perform repair service on equipment, as well as perform requested maintenance and safety checks as instructed by COR, Prosthetic Rep, or Prosthetic Purchasing Agent. Repair service is defined as the parts, labor, and material (including travel) necessary to restore to original operating condition medical equipment listed herein.

d. Majority of the repair requests shall be to hospital beds, power wheelchairs, and scooters, but not limited to. The Contractor shall have qualified/certified staff capable of performing these repairs. Contractor shall ensure technicians carry troubleshooting tools, parts, spare wheelchair batteries, and chargers to reduce the number of trips to a Veteran’s home to complete a repair and shall only consider replacement or condemning VA equipment, as a last service resort.

e. Personal type bathroom equipment, (e.g., commode chairs, raised toilet seats, bath seats, etc.), and standard mattresses shall not be refurbished.

f. Contractor shall notify the COR, Prosthetic Rep, or Prosthetic Purchasing Agent when questions arise of the serviceability of any equipment by documenting the invoice for pickup as scrap and/or providing an estimate for repair of said item.

Approval of estimates are at the discretion of the COR, Prosthetic Rep, or Prosthetic Purchasing Agent and are not guaranteed authorization to begin repair services. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent retains the sole right to condemn equipment and reserves the right to visit Contractor’s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in the contract.

g. If authorized repairs cannot be completed at the Veteran’s residence, Contractor shall take the equipment to their facility, make the repairs within thirty (30) calendar days and within one calendar day of repair, item shall be returned to Veteran’s residence. If for any reason Contractor is unable to complete the repair or obtain parts within 24 hours after the initial repair evaluation outlined in this contract, Contractor shall be responsible for providing loaner equipment (VA owned equipment that has been recovered) to the Veteran until the required repair services are completed. If no recovered VA owned equipment is available for re-issue, Contractor shall immediately contact the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, for further instructions.

h. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent, retains the sole right to condemn equipment and reserves the right to visit Contractor’s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in the contract.

C.11. Provision of Veteran/Caregiver Education- Instructions (DME/HME)

1. Contractor Requirements and Documentation

a. Contractor shall have a program designed to educate appropriate staff and Veteran/Caregiver in safety measures in the home and to minimize hazards related to the care or service provided. Contractor shall provide equipment functionality education, training, and instructions to each Veteran/Caregiver at the time of set-up or repair and assess the need for education reinforcement during visits. Instructions to the Veteran/Caregiver shall include demonstrating the correct use of equipment mechanics/functionality and observing demonstration by the Veteran/Caregiver. Veteran/Caregiver shall sign delivery invoice as certification of training/instructions.

b. Contractor shall perform equipment mechanics/ functionality training and technical assessments for the Veteran/Caregiver, in accordance with Joint Commission regulations. The Veteran equipment mechanics/ functionality training instructions shall be documented per Joint Commission standards.

Contractor shall report to the COR/ Prosthetic designee of any concerns, or discovery of inappropriate use of equipment within twenty-four (24) hours of discovery or next business day.

c. The Veteran/Caregiver shall be fully instructed on the item/ equipment mechanics/ functionality, safety, care, and cleaning as follows:

1. Basic home safety.

2. The safe and correct operation of functional components and identification of the medical equipment being supplied, as noted in the manufacturer owner’s manual/guidebook.

3. The storage and handling of the involved equipment, required maintenance, electrical safety, etc.

4. The proper procedure for obtaining repair services in the event of equipment malfunctions.

Contractor shall affix directly to the equipment and equipment user guide, printed labels (acceptable to VA) containing three (3) lines of information:

line 1: VA DME/HME Contractor, line 2: Contractor’s Name, and line 3: a local or toll-free telephone number to contact Contractor in the case of equipment malfunctions/repairs after normal business hours and weekends.

5. The proper procedure for Veteran reporting of equipment malfunction, damage or another defect that renders the DME/HME device inoperable.

6. Proper disposal of hazardous materials and waste in a safe and sanitary manner and in accordance with state and local law and regulations (when applicable).

d. Contractor shall complete an Equipment Delivery and Safety Check Confirmation document and submit it along with the written proof of delivery/pick-up, acceptance, and equipment mechanics/ functionality education, signed by the

Veteran/Caregiver. A copy of Contractor’s checklist forms shall be provided within ten (10) calendar days of award of contract.

e. Contractor shall provide a copy of Veteran’s Rights & Responsibilities, and any advance directive information to the Veteran/Caregiver. Contractor shall document that the Veteran/Caregiver is instructed in accordance with Joint Commission Standards.

f. Contractor shall provide, to the Veteran/Caregiver, education/ demonstration (non-clinical) on equipment mechanics/ functionality and safety procedures upon issuance of a DME/HME task order requested through a Prosthetic Purchase Order. All education/ demonstrations, on equipment mechanics/ functionality, shall be documented in an individual Veteran’s equipment education folder for future reference and upon request by the VA COR and/or designee.

g. Contractor shall provide to the Contracting Officer or designee an electronic copy of the educational packet to be utilized for Veterans with the solicitation proposal.

VA reserves the right to require revisions of Contractor’s education material in the execution of this contract. If revisions are required, Contractor shall implement any new or revised education material, as directed by the Contracting Officer or designee. Contractor shall also provide to the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, an electronic copy of any proposed revisions, additions, or deletions to the educational packet during the contract for review and concurrence. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent shall determine whether Contractor shall use their forms or forms supplied by the VA for documentation of services provided to Veterans.

h. Contractor shall provide an Equipment User Guide for the specific equipment issued when the equipment is delivered/issued to the Veteran. This shall include basic operation instructions such as connection, removal, emergency procedures, care and maintenance, equipment specific safety precautions, and Contractor and VA Prosthetic & Sensory Aids Service (PSAS) telephone number that should be used for equipment service and/or repairs.

2. Veteran’s File:

a. For all set-ups and repairs, Contractor shall provide the Veteran and review the following documents: DME/HME Delivery Checklist (Exhibit #1), Veteran’s Rights and Responsibilities (Exhibit #2), and Veteran’s Satisfaction Survey (Exhibit #3).

Contractor is responsible for maintaining a copy of all documentation in the Veteran’s file. All or any part of the delivery documentation may be requested by the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, upon request or routinely for all Veterans.

b. The Veteran’s files received and created are the property of the AVAHCS. In the event Contractor is changed, the files shall be transported to the new Contractor at the same time as the DME/HME is moved. Inactive files for a deceased Veteran shall be given to PSAS within ten (10) working days of notification.

3. Hospital Bed Instructions

a. Contractor shall ensure appropriate equipment functionality education is provided to the Veteran, family member, caregiver related to home care bed safety. Set-up and repair of home care beds and support surfaces shall comply with the guidelines established by the manufacturer and instructions provided by Alexandria Veterans Health Care System, for Veteran Safety.

b. Emergency instructions for manual operation of hospital beds shall be laminated on a card and affixed directly to the hospital beds.

C.12. Environmental Assessment

1. Delivery Location

When equipment is delivered to a Veteran’s home, Contractor shall review on-site environmental conditions including but not limited to electrical connections if powered equipment is delivered and observation of any fire/safety hazards. This includes addressing basic home safety, safe and appropriate use of equipment, handling, cleaning, storage, universal precautions, ensuring environment permits safe operation of equipment, noting observable fire, tripping, or safety hazards, and providing appropriate Veteran education related to fire/safety hazards. If environmental or safety issues prevent safe operation of existing equipment/new equipment in accordance with manufacture’s specifications, Contractor shall not leave the equipment, and shall notify PSAS within one business day of occurrence and/or discovery in the performance of this contract. Delivery of the equipment shall be deferred until identified electrical deficiencies can be corrected by the Veteran.

2. Electrical Safety Testing Services (DME/HME):

Contractor shall perform an electric safety test to check the adequacy of the electrical outlets in the Veteran’s/Caregiver’s home prior to set-up or repair of all electric equipment. Electrical outlets shall be inspected and tested with the proper voltmeter to ensure that the voltage/amperage level is adequate for the item being installed, that polarity is correct, electrical grounding is present, and that the outlet is in good physical condition. Any unsafe electrical conditions or discrepancies shall be immediately reported to the COR or designee for further instructions. Contractor shall document the electrical safety check on Veteran’s/Caregiver’s invoice, noted in the Veteran’s file.

3. Frequency of Repair: The electrical safety test shall be performed on the initial set-up of equipment and additionally if it is associated with a repair.

4. Electrical Safety Inspection: Contractor shall perform equipment electrical safety inspections, in accordance with manufacturers’ instructions and provisions, and shall report any discrepancies to the VA COR or designee. Contractor shall document the electrical safety check on its invoice. An initial inspection shall be completed on all previously Veteran-owned equipment prior to re-issue.

5. Inspection Label: A label documenting said inspection shall be affixed to each DME/HME devices stating date of inspection and inspectors name VA shall work with the Veteran to abate the condition preventing safe operation and use of the equipment. Contractor staff shall note on delivery receipt any deficiencies noted.

6. STANDARD OPERATING PROCEDURE GENERAL MECHANICAL INSPECTION:

a. PURPOSE: To identify and define the procedure called GENERAL MECHANICAL INSPECTION. This procedure shall define the various preventative maintenance tasks that are typically performed during each maintenance procedure. These procedures shall be followed only if applicable to the specific equipment.

b. PROCEDURE:

(1) CHASSIS/HOUSING: Examine the exterior of the device for cleanliness and general physical condition. Verify that the housing is intact, the necessary assembly hardware is present and tight and that there are no signs of spilled liquids or indications of damage. Clean interior and exterior with appropriate materials to remove corrosion, rust, solutions, dirt, lint, or other deposits. Verify that all hardware, i.e., knobs, handles, panels, hinges, nuts, bolts, etc. are properly tightened and adjusted to operate smoothly.

(2) CASTERS/BRAKES: Inspect the condition of the casters. Clean if necessary and verify that they turn and swivel properly. Verify operation of the brakes and swivel locks.

(3) CIRCUIT BREAKER/FUSE: Inspect the circuit breaker to verify that it operates freely. If the device is protected by an external fuse, verify that it is the proper value and type.

(4) TUBES/HOSES/CONNECTIONS/FITTINGS: Inspect the condition of the gas and fluid tubing and hoses. Verify that they are not cracked, kinked or dirty. Inspect all fittings and connectors for leaks or damage. Repair or replace if necessary.

(5) CABLES/CONNECTORS: Inspects the condition of the electrical components and electronic cables for any damage. Inspect electrical connectors for any damage or corrosion. Repair or replace if necessary.

(6) FILTERS: Inspect the condition of all filters. Clean or replace if necessary.

(7) CONTROLS/SWITCHES: Inspect the current settings of the controls and alarm limits. If any of them appear unusual, outside of typical range, consider the possibility of device failure. Record the setting of those controls that should be returned to their original positions following the inspection.

Examine all controls and switches for physical conditions, secure mounting, and correct motion.

Where a control should operate against fixed limit stops, verify proper alignment and positive action of the stop. Verify that each control and switch perform its proper function.

(8) MOTOR/PUMP/COMPRESSOR: Inspect conditions and verifies proper operation.

(9) MECHANICAL SYSTEMS: Inspect gears, gear chains, bearings, axles, shafts and drivers for excessive wear, back-lash, end play and lubrication.

Inspect belts, pulleys and levers for wear, tension alignment and proper adjustment. Inspect hydraulic systems, their stops, locks and release mechanism for proper alignment and excessive wear.

(10) FLUID SYSTEMS: Inspect regulators and controls to verify proper operation. Inspect fluid levels and fill to proper level if necessary.

(11) ELECTRONIC SYSTEMS: Inspect circuit boards and components for damage or overheating.

(12) BATTERY/CHARGER: Inspect the physical condition of all batteries.

Operate the unit on battery power for several minutes to verify that the battery is charged and can hold a charge. Inspect the condition of the battery charger and verify that it operates properly.

(13) INDICATORS/LAMPS: Verify proper operation of all lamps, indicators, meters, gauges, and visual displays. Verify that all segments of LED or LCD displays function.

(14) ALARMS/INTERLOCKS: Operate device in a manner to activate each audible and visual alarm. Verify proper operation of associated interlocks. If an Alarm Silence feature is present, verify that it operates per manufacturer's specifications.

(15) AUDIBLE SIGNALS: Operate device in a manner to activate any audible signals. Confirm appropriate volume as well as the operation of a volume control.

(16) DOCUMENTATION: After the preventative maintenance service is complete, apply sticker identifying date of inspection, technician, and date of next inspection.

(17) IDENTIFYING EQUIPMENT: All loaned VA equipment shall have an affixed label with a phone number for repairs.

7. STANDARD OPERATING PROCEDURE ELECTRICAL SAFETY INSPECTION:

a. PURPOSE:

To identify and define the procedure called ELECTRICAL SAFETY INSPECTION. This procedure shall be used to minimize any potential electrical safety problems and shall be used in all maintenance procedures.

b. PROCEDURE FOR CORD-CONNECTED VETERAN CARE-RELATED

EQUIPMENT:

(1) VISUAL INSPECTION: Contractor shall visually inspect the physical integrity of the power cord; the attachment plugs and the strain relief for damage. Repair or replace if necessary.

(2) RESISTANCE MEASUREMENT: Contractor shall measure the resistance between the equipment chassis, or any exposed conductive surface of the equipment, and the ground pin of the attachment plug on all equipment that is used in Veteran areas. The cord shall be flexed at its connection to the attachment plug or connector and at its connection to the strain relief on the chassis during this measurement. This resistance shall be less than .5 ohm.

(3) CHASSIS LEAKAGE MEASUREMENT: This leakage current measurement shall be made with one of the above safety analyzers.

Measurements shall be taken with normal power line polarity, broken ground and both the device on and off. All operating controls shall be positioned to cause maximum leakage current readings.

(4) When the device does not have a conductive surface, one shall be simulated by lacing a 3.9 x 7.8-inch bare-metal foil in intimate contact with the exposed surface. This shall be the exposed metal surface of the appliance and all appropriate tests shall be performed to the foil. This is a particularly pertinent test when devices are covered with an insulating film but are not "double insulated".

(5) LEAD TO GROUND TEST: Measure the leakage current between each Veteran’s lead and ground with the power plug connected normally and the device on. The leakage current from frame to ground of permanently wired equipment shall not exceed .5 milliamps with all grounds lifted.

c. PROCEDURES FOR PERMANENTLY WIRED EQUIPMENT:

(1) INCOMING INSPECTIONS: The equipment shall be tested prior to installation while it is temporarily insulated from ground. The leakage current from frame to ground of permanently wired equipment shall not exceed .5 milliamps with all grounds lifted.

d. DOCUMENTATION:

(1) Actual values obtained are not necessary if the measurements for the device are below the above limits. If a device fails to meet these test limits, the problem and corrective action taken shall be documented.

e. VETERAN HOMES:

(1) Electrical Outlets in the Veteran’s home shall be checked for safety (externally). If the outlets are not grounded, Contractor shall supply three-pronged outlet plug at no charge to the Government. Also, Contractor shall ensure that the electrical outlet is not being used for a series of other appliances. In the event the delivery personnel think the outlets are unsafe, they shall notify the COR, Prosthetic Rep, Prosthetic Purchasing Agent, immediately.

C.13. Incomplete Work

a. If there are unforeseen conditions (i.e., Veteran passes away or moves) after Contractor has begun authorized work on behalf of the Veteran, Contractor shall inform PSAS within one (1) hour of unforeseen conditions prior to completion of the work. PSAS shall determine if work shall be completed, discontinued, or changed at that time, and disposition of equipment and parts shall be determined by PSAS.

b. If Contractor is instructed not to complete the work by PSAS, Contractor shall be reimbursed for the portion of the job that has been completed. Contractor shall be required to attest to these circumstances for invoicing purposes in lieu of written proof of delivery.

C.14. Repair Estimates

a. During Working Hours, Contractor shall submit an email estimate to the Purchasing email group as requested by AVAHCS Verbal estimates may be accepted if Contractor is out in the field and is unable to provide an electronic estimate. The verbal estimate shall be followed with an email of the estimate within one business day.

b. Contractor shall attempt to resolve problem within first service call. It is expected that needed supplies for routine repairs shall be taken along to the Veteran’s home so that simple repairs can be accomplished in one (1) visit.

c. If work cannot be completed in the initial service call, Contractor shall send to the PSAS representative via email an estimate itemized to include list of required parts showing manufacturer, stock/part number, and cost for each item and the delivery charge as well as length of time required for repair. In the event the Contractor is not able to email, notification shall be made by telephone to the COR, Prosthetic Rep, Purchasing Agent, and/or overnight mail within one calendar day of the occurrence.

d. For all repair services, except emergencies required during non-working hours, Contractor shall contact PSAS during the next workday for approval prior to starting any repairs.

e. The CO, COR, Prosthetic Rep, or Purchasing Agent, reserves the right to complete all repair services within the micro-purchase threshold. The CO, COR, Prosthetic Rep, or Purchasing Agent also reserves the right to purchase required parts and have them delivered to Contractor. In the event Contractor is authorized to provide parts for repair, Contractor shall provide the part(s) at Contractor’s cost. Submission of the manufacture’s invoice of total cost to Contractor is required prior to payment.

C.15. Emergency / Non-working Hours

a. On occasion, there may be a need for emergency services during non-working hours.