36C25726Q0546.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contracting Specialist Damon Crawford damon.crawfrod@va.gov 254 560 0348

PLACE OF PERFORMANCE

North Texas Veterans Health Care System

Prosthetics Services

4500 S Lancaster rd

Dallas Tx

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, nor quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement and will serve as part of the market research for this requirement.

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

NAICS Code: 621610 / Size Standard: $19M SDVOSB/VOSB Preferred, but this is not yet set aside.

Vendors should respond via email only to damon.crawford@va.gov.

Responses should convey interest in performing on this requirement. Additionally, include the following:

1. SBA Certification

2. If you are only interested in parts of this contract, please list what parts you are interested in performing.

3. If there is something confusing or not clear in the PWS, please include a list of issues needing clarification by section/para number and put a brief description of the problem.

4. Include Name, Business Size, Address, SAM.gov UEI#, point of contact information

5. Provide generic capabilities statement if you have one.

Project Title: NTX DME: STORAGE, DELIVERY, SETUP INSTALLATION, AND TRAINING OF DURABLE MEDICAL EQUIPMENT —Base Plus 4 Option Years

STORAGE, DELIVERY, SETUP/ PERFORMANCE WORK STATEMENT

INSTALLATION, AND TRAINING OF DURABLE MEDICAL EQUIPMENT (DME)

1. GENERAL INFORMATION

1.1 Contract is for a base year and four option years from date of award for the North Texas VA Health Care System (NTXVHCS), as defined in this Performance Work Statement.

1.2. For each service request, VA will issue a purchase order to the Contractor. Orders may be issued by secure electronic means, and all services are subject to the terms and conditions of the resulting contract.

1.3. Title of Project: Durable Medical Equipment (DME) Services for the North Texas VA Health Care System (NTXVHCS).

1.4. Scope of Work: The Department of Veterans Affairs, North Texas VA Health Care System, has an ongoing requirement for the receipt of VA-owned equipment, delivery, setup/installation, pickup, storage, recovery, cleaning, disinfecting, disposal, minor repairs, patient and caregiver education, home safety assessments, inventory control, and preventive maintenance of durable medical equipment for eligible beneficiaries throughout the NTX service area.

1.5. This requirement is for DME services only. It does not include, and shall not be construed to include, the purchase of DME equipment by the Contractor from vendors on behalf of VA. When equipment must be acquired, VA will furnish VA-owned equipment, Government-furnished property, or obtain the item through separate procurement.

1.6. The total contract ceiling for this requirement is $6,500,000.00. The estimated total patient population supported under this requirement is 11,000 patients and is subject to change

1.7 The Contractor agrees in accordance with the terms and conditions stated herein, to furnish for the Department of Veterans Affairs, hereinafter called North Texas VA Healthcare System (NTXVAHCS), the services specified and at the prices specified in the Schedule of Supplies/Services and Prices/Costs of this contract.

1.8 The services specified in the Description/Specifications/Work Statement may only be changed by written modification to this contract. The modification shall be prepared by the NTXVAHCS Contracting Officer and shall be signed by both parties.

1.9 The services shall be provided to VA beneficiaries’ homes or to the NTXVAHCS in accordance with terms and conditions of this contract.

1.10 All services shall be in strict adherence and comply with current standards for home care set forth by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) or other recognized, accredited healthcare organization.

1.11 Sensitive information such as the veteran’s name, address, phone number, and secondary points of contact will be strictly used to fulfill the VA request for delivery/setup/repairs. All documents pertaining to this solicitation will be secured in a locked file cabinet. At the end of the contract period, all VA records will be returned to the VA and properly dispositioned.

1.12 Services shall include:

1. Initial delivery and set-up of equipment

2. Pick-up and storage of equipment

3. Cleaning and servicing of equipment

4. Repair of equipment (upon prior approval)

5. Site assessments

6. Supply consumable parts and supplies

7. Instruct beneficiary and/or caregiver on the care and use of equipment

8. Basic home safety evaluation

9. Complete equipment inventory and monthly activity report

10. Routine and preventive maintenance on specific equipment

11. Tracking system for equipment requiring preventive maintenance

12. Incident reporting

13. Plan of care/service

2. PRICING TABLE AND PRIMARY SERVICE/DELIVERY AREA

2.1 The primary service area of the North Texas VA Health Care System (NTXVHCS) for delivery terms of this contract includes the counties listed below.

2.2 PRICING TABLE

2.3 The NTX requirement ceiling is $6,500,000.00 for total contract value, include base and all options.

2.4 The NTX requirement is for DME services only and does not include purchasing equipment from vendors.

2.5 Estimated patient counts below are based on current delivery data for DME in the NTX area. Amount is subject to change. Current total patients = 10,431. The estimated number of patients is 11,000.

3. DENTON 758

ZONE A Total: 8,261

ZONE B Total: 1,390

3. HENDERSON 180

4. HILL 60

5. LIMESTONE 5

6. MCLENNAN 24

7. NAVARRO 63

Total ZONE C: 374

6. YOUNG 5

Total ZONE D: 188

3. GENERAL REQUIREMENTS

3.1 Contractor shall provide all services specified in this contract for any person deemed eligible by the NTXVAHCS Prosthetics Service, regardless of the race, color, religion, sex, or national origin of the person for whom such services are ordered. The Contractor further warrants that he/she will not resort to subcontracting as a means of circumventing this provision.

3.2 ORGANIZATIONAL RELATIONSHIP: Prosthetics services are subject to the professional direction of the Chief, Prosthetics Service.

3.3 WORK HOURS:

3.3.1 The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor shall be available as scheduled. The 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.

The following terms have the following meaning:

Work Hours: Monday through Friday, 7:45 a.m. to 4:30 p.m.

Non-Work Hours: Monday through Friday, 4:31 p.m. – 7:44 a.m., and all Saturdays and Sundays.

Federal Holidays: The holidays observed by the Federal Government are:

or any other day specifically declared by the President of the United States of America to 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.

3.4 ETHICS/BEREAVEMENT/PROFESSIONAL BEHAVIOR

3.4.1 The veteran beneficiaries served by this contract have significant physical disabilities or chronic illnesses that, in many cases, have influenced their behavior and lifestyle. It is of the utmost importance that a high degree of professionalism be demonstrated when patient/caregiver contact is made. The Contractor is expected to be discreet and tactful and to demonstrate concern, compassion, patience, and a high level of courtesy and consideration when providing services. This is especially true when dealing with bereaved family members of deceased veteran beneficiaries.

3.4.2 The Contractor must comply with all provisions of the Privacy Act when performing under this contract. The Contractor or his/her agents shall neither directly nor indirectly make recommendations/comments to patients/caregivers with respect to the services being provided by the NTXVAHCS. The Contractor shall refrain from discussing decisions to repair or replace item(s) of equipment, services or benefits not specifically delineated in this contract. Any concerns of the Contractor regarding services provided under this contract or any question or concerns raised by the patient/caregiver shall be addressed to the COTR for resolution. If concerns cannot be addressed at the COTR level, Contracting Officer shall be informed and shall resolve.

3.5 SOLICITATION OF BENEFICIARIES

3.5.1 The Contractor agrees not to directly or indirectly through agents solicit eligible veteran beneficiaries.

4. ORDERING

4.1 METHOD OF ORDERING

4.1.1 The Chief, Prosthetic Treatment Center, shall initiate an oral, faxed, electronically dispatched (e-mailed) or mailed Purchase Order for the delivery/pickup/repair of VA-owned equipment.

4.1.2 Contractor shall initiate contact with the beneficiary within 24 hours or one (1) working day of receipt of the order to arrange for the delivery/pickup/repair of equipment/supplies. Documentation shall be made of each attempt to contact the beneficiary/caregiver in making arrangements for the fulfillment of the order. Confirmation shall be made and services rendered within 48 hours unless the beneficiary requests otherwise. Inability to deliver shall be documented and forwarded to the Chief, Prosthetics at the end of the 48 hours. Information received on the death of a beneficiary and/or refusal of the services requested shall be documented and forwarded to the COTR immediately.

4.1.3 While it is the policy of the VA to allow the Contractor to plan trips and consolidate deliveries and pickups, the VA reserves the right to direct the Contractor in these activities.

4.1.4 Stock such as beds, mattresses, wheelchairs, Hoyer lift, tub-transfer benches, shower chairs, over the bed tables, Hoyer lifts, wheelchairs, rollators, etc. may require pickup from the VA Medical Center, Receiving Warehouse, for storage at the Contractor’s facility. Additionally, it may be necessary to the Contractor to delivery items stocked in the Contractor’s facility to the VA Medical Center. Pickups and/or deliveries will be paid at a fee per trip and completed within two working days, unless other time arrangements are made between the VA Medical Center and the Contractor. No pickups from the VA Medical Center or the Contractor’s facility shall be made after 4:00 p.m. on any workday. Documentation of all items picked up shall be given to the COTR on an approved form for equipment picked up from and/or delivered to this VA Medical Center and co-signed by the VA-authorized representative for inventory purposes.

4.1.5 Vehicles picking up VA-owned equipment must be covered to protect the items in inclement weather, free of contamination, equipped to separate clean items from soiled items, and contain a method of securing equipment from possible damage while in route.

4.1.6 NOTE: This contract in no manner intercedes in any other current policies or practices in use by the Department of Veterans Affairs. The Department of Veterans Affairs reserves the right to continue its practice of using alternate vendors to perform repairs or services to appliances in beneficiary use or in future beneficiary use. The Department of Veterans Affairs reserves the right to make the final determination when an issue arises as to whether a service is to be performed under this contract or on an open-market basis.

4.1.7 The VA reserves the right to request eight (8) hour emergency service on some delivery/pickup special orders, and the Contractor agrees to provide such service when requested.

4.1.8 The COTR shall fax a copy of all Purchase Orders for inventory that shall be drop-shipped to the Contractor’s warehouse for storage. The Contractor shall verify all items received against the copy of the Purchase Order for correctness and deliver the packing slip, etc. with a copy of the Purchase Order to the Prosthetic Treatment Center. Inventory adjustments shall be made by both parties. Any damage to the equipment/supplies received shall be brought to the attention of the COTR immediately as well as noted on the Delivering Carrier’s Bill of Lading.

5. TECHNICAL REQUIREMENTS

5.1. REQUIREMENTS FOR DELIVERY

5.1.1 Articles to be covered under this contract include standard hospital beds (manual and electric), side rails, standard hospital mattresses, trapeze assemblies, patient lifts, over-bed tables, commode chairs, wheelchairs (manual and motorized), etc. Equipment/supplies shall be properly secured while in route to and/or from the residence of the beneficiary to prevent damage to VA-owned equipment. Contractor shall be liable for damage to VA-owned equipment and supplies in his/her possession.

5.1.1.2 MATTRESSES—REQUIREMENTS FOR DELIVERY

5.1.1.2.1 NOTE: THIS APPLIES TO STANDARD HOSPITAL BED MATTRESSES. SPECIALITY HOSPITAL BED MATTRESSES FOR THE PREVENTION OF BED SORES (I.E., AIR MATTRESSES, KEN-AIRE, SAM MATTRESS ETC.) ARE EXCLUDED IF NOT INCLUDED IN CONTRACTORS STAFF COMPETENCIES.

5.1.1.2.2 The Contractor is to properly dispose of all used mattresses. No mattresses shall be reused at any time. Used mattresses shall not be stored or returned to any location for storage, but shall be cut/sliced, rendering them unusable and disposed of in a timely manner.

5.1.1.2.3 Documentation of mattress destruction shall be included on the invoice that corresponds to the pickup.

5.1.1.2.4Disposition may include, but is not limited to, burning, shredding, or any other means allowable by Federal or State standards.

5.1.2 Contractor shall set up all equipment at the location desired by the beneficiary and provide complete instructions on the care, safe use, function and operation of the equipment, both verbally and in writing, to the beneficiary and/or caregiver. Contractor shall ensure that the area is safe for the equipment that is to be installed. Beneficiary/caregiver is responsible for preparing the area to make it ready for the delivery/set up of equipment. Contractor is responsible for leaving the area clean and orderly and accepts any and all responsibility for damages to a beneficiary’s residence or where patient is cared for during the course of a delivery, pickup, and/or repair service. Contractor to ensure that the beneficiary/caregiver can demonstrate proper and safe use of the equipment provided, and answer any questions or concerns they may have regarding the equipment that has been provided. Acknowledgment of understanding of the instructions given to be obtained and forwarded to the COTR along with the invoice.

5.1.3 The Contractor shall uncrate and check all equipment prior to delivery to the beneficiary to ensure that it is in safe operating condition, clean, including operating and preventive maintenance instructions when applicable, and documentation of serial number, model, etc. has been noted properly for invoicing and inventory maintenance.

5.1.4 The Contractor is to deliver new and/or used equipment/supplies as requested on each order in order to maintain accurate inventory maintenance. At no time shall the Contractor deliver other than what was requested without prior approval by the COTR. Contractor bears the responsibility to notify appropriate VA officials when he/she questions the serviceability of equipment by documenting the Invoice for pickups as scrap and/or providing an estimate for repair of said item. VA officials retain the sole right to condemn equipment and shall visit the Contractor’s place of business as they deem necessary.

5.1.5 The Contractor shall be furnished the name, address, and telephone number of the individual to whom deliveries/pickups are intended. The Contractor shall visit the beneficiary’s residence in the performance of this contract by appointment only, between the hours of 8:00 a.m. and 8:00 p.m., Monday through Saturday, except in cases of emergency.

5.1.6 Beneficiaries shall be contacted to schedule an appointment for delivery/pickup at the Contractor’s expense and only between the hours of 8:00 a.m. and 8:00 p.m. A record of all contacts made shall be made a part of each invoice submitted. Appointments to make deliveries/pickups shall be given within four (4) hours limits, i.e., between 8:00 a.m. and 12:00 Noon; between 10:00 a.m. and 2:00 p.m., etc. If contact cannot be made to a beneficiary within three consecutive workdays after receipt of the delivery/pickup order, the Contractor shall contact the Chief, Prosthetic Treatment Center for further instructions.

5.1.7 Notification of a death of any beneficiary served under this contract shall be brought to the attention of both parties as practicable.

5.1.8 If, through no fault of the Contractor, the beneficiary refuses acceptance of the equipment being delivered after the Contractor has made the delivery trip, payment shall be made on the same basis as though delivery has been accepted, with documentation made of the reason refused on the invoice. The Contractor shall advise the beneficiary/caregiver to direct all question/concerns relating to the equipment delivered/picked up/repaired to the Prosthetic Treatment Center and other needs to his/her physician.

5.2 MILEAGE

5.2.1 Mileage under this contract shall be based on a flat rate per mile outside the 50-mile radius. The mileage calculation will begin at the following point of origin:

5.2.2 Contractor’s Warehouse if located within eight (8) miles of the VA Medical Center, or

5.2.3 VA Medical Center if the Contractor’s Warehouse is located further than eight (8) miles from the Medical Center.

5.2.4 The official point of origin, either (a) or (b) above will be determined post contract award. For billing purposes, the trip ticket shall identify the place at which the trip started, distance traveled, and the place at which the trip was completed. Mileage shall be paid for one way only, minus the first 50 miles. No mileage fee will be billed for deliveries/pickups within a 50-mile radius of the Contractor’s place of business.

5.2.5 If one load consists of equipment/supplies to be delivered to several points outside the 50-mile radius, mileage shall be paid from one point to the next until the last point of delivery is reached. The same holds true if trips involve both delivery and pickup. Mileage for the entire trip shall be paid only to the furthest point, one way only, minus the first 50 miles. Occasionally, it shall be necessary for the Contractor to pick up equipment from the beneficiary’s residence and deliver it back to the VA Prosthetic Treatment Center, or from the Prosthetic Treatment Center to the beneficiary’s residence and/or Contractor’s facilities.

5.3 Emergency Delivery Services

5.3.1 Emergency Delivery Service: Contractor must provide a 24-hour emergency service telephone number. Emergency orders will be placed in writing or by telephone by Prosthetics Service personnel. Any purchase order placed telephonically shall be followed up in writing, via electronic means and/or by fax or email by Prosthetics Service personnel by the end of the same business day if during regular business hours and/or the following business day for weekends, after hours and/or holidays.

5.3.2 The Contractor shall make delivery of equipment, supplies or services specified herein as emergency requirements in accordance with the following schedule:

Zone A – within 4 business hours after notification by VA Zone B – within 12 business hours after notification by VA Zone C – within 12 business hours after notification by VA Zone D – within 12 business hours after notification by VA

6. SPECIFIC TASKS

6.1 PLAN OF CARE/SERVICE

6.1.1 As appropriate, the equipment and related medical supplies/services shall be provided according to a physician’s order. An individualized plan of care/service shall be implemented for each patient by the Contractor. Any deviations from the current prescription shall not be authorized unless the Contractor has the approval from the COTR.

6.1.2 Education and training in the care, routine maintenance, mechanical operation, and safe use of the equipment shall be provided to the patient/caregiver by a qualified individual in a language or form the patient/caregiver can reasonably understand and demonstrate. A sample of all educational materials provided shall be a part of the Contractor’s Policies and Procedures Manual and documented on the Patient Education Checklist that accompanies each invoice.

6.1.3 The patient’s NTXVAHCS physician shall be responsible for the patient’s plan of care and the initiation of necessary consults/prescriptions to the Prosthetic Treatment Center for equipment/supplies/repairs needed.

6.1.4 The COTR shall be responsible for taking appropriate action in fulfilling the request received. The COTR shall be responsible for coordinating and ensuring compliance with contract requirements resulting from purchase orders issued to the Contractor as part of the patient’s plan of care. The COTR shall be responsible for notifying the requesting NTXVAHCS ordering physician of any problems/concerns reported by the Contractor as a result of consults/prescriptions processed.

6.1.5 The Contractor shall be responsible for implementing the plan of care under conditions and terms set forth in the contract and/or notifying the COTR of any patient related problems/concerns or issues encountered. The Contractor shall be involved in the discharge process when notified by the COTR to pick up the equipment.

6.2. EQUIPMENT STORAGE

6.2.1 CONTRACTOR FACILITIES – STORAGE

6.2.1.1 All VA equipment/supplies are to be stored on or within the premises occupied by the Contractor. Services shall be provided from a facility inspected and approved by the Contracting Officer’s Technical Representative (COTR).

6.2.1.2 Contractor is to provide storage for VA beneficiary equipment/supplies. The storage space is not to exceed 2500 sf in size. If at any time a Contractor’s Facility is on the verge of exceeding 2500 sf, the Contractor must notify the Contracting Officer immediately. The Contractor shall be solely responsible for determining the design, pattern, or plan of storage area taking into consideration shelving, bins, and any other elements necessary for proper storage of VA equipment/supplies. Area should be designed and maintained for ease of inventory reconciliation and maintenance, and conform to all applicable State, local and National Fire Protection Association codes.

6.2.1.3 The current space requirements are as follows, it is provided for informational purposes only. It is to be understood that all facilities may max their storage requirements to 2500sf at no additional cost to the government.

6.2.1.4 North Texas VA HCS: 2,500 square feet

6.2.1.5 Storage area provided must be clean, dry, dust kept to a minimum, climate controlled, well lighted, equipped with fire extinguishers, and be well ventilated. Area must be safe, walkways free of electrical wiring and other safety hazards, and contain appropriate signage, i.e., NO SMOKING, EXIT, CLEAN AREA, CONTAMINATED AREA, etc. Storage area is to be protected at all times against theft, vandalism, fire, severe weather, and pilferage. Area will contain signage “U. S. GOVERNMENT PROPERTY – NO TRESSPASSING”.

6.2.1.6 An area separate and apart from the clean area is to be designated for the sanitizing of soiled equipment received. This area is to contain adequate and appropriate supplies needed for proper cleaning and sanitizing, bagging and tagging, as well as protective equipment to guard against infection such as rubber gloves, gowns, masks, safety glasses, eye wash stations, and first aid kit, and be arranged in a neat and orderly fashion. Appropriate signage to be in place and include universal precautionary measures.

6.2.1.7 New and used equipment that is cleaned, bagged, tagged, dated, and ready for issue, is to be kept separate and apart from equipment that is in need of repair, soiled, or scrapped. All equipment/supplies shall be arranged in such a manner as to afford immediate inspection and enable easy access for inventory reconciliation.

6.2.1.8 The relocation of existing inventory from present VA storage facility to newly awarded Contractor’s storage facility shall be the responsibility of the newly-awarded Contractor and shall be at no charge to the Government. Arrangements for the moving and transfer of VA equipment/supplies shall be made between the old Contractor and the new Contractor and be completed within the first week of the contract period.

6.2.1.9 The storage facility must be equipped with adequate electrical outlets for testing of electrical pieces of equipment such as motorized beds, battery chargers, etc.

6.2.1.10 A separate area shall be designated for items determined by the Chief, Prosthetic Treatment Center as scrap/non-issue. This area shall be protected and secured against theft, pilferage, vandalism, and be marked as Scrap - U. S. Government Property, No Trespassing. Items contained therein shall be disposed of periodically in accordance with established procedures.

6.3. EQUIPMENT CLEANING/DISINFECTING

6.3.1 INFECTION CONTROL/SANITIZING

6.3.1.1 All equipment picked up by the Contractor must be sanitized in accordance with the manufacturer’s guidelines, or infection control guidelines, prior to storage within the Contractor facilities, issuance to another beneficiary, or delivery to a beneficiary’s residence or place he/she is cared for.

6.3.1.2 Sanitizing includes, but is not limited to:

6.3.1.2.1 Steam cleaning;

6.3.1.2.2 Washing of equipment with an approved hospital rated cleanser or detergent that is IP registered with the Environmental Protection Agency;

6.3.1.2.3 Cleaning with an approved hospital disinfectant or germicidal solution which contains phenolic, ioda, and quaternary ammonia that is registered with the Environmental Protection Agency;

6.3.1.2.4 Lubricating with an appropriate grease, oil, and/or silicone spray which is approved by the manufacturer of the appliance when performing maintenance and/or repair;

6.3.1.2.5 All cleaning accessories, i.e., brushes, towels, sponges, are to be chemically cleaned or treated after each use.

6.3.1.3 The sanitizing procedure is performed at no additional cost to the Government. The procedure shall be done in an area that is separate and apart from the clean storage area whereby the clean stored equipment/supplies shall not be contaminated. However, all sanitizing shall be done under roof.

6.3.1.4 Infection control/sanitation procedures to be a part of the Contractor’s Standard Operating and Procedure Manual.

7. MAINTENANCE, REFURBISHING, REPAIR SERVICES

7.1 REPAIRS

7.1.1 The VA reserves the right to obtain service for repair or renovation of any item(s) from an independent source if, in the opinion of the VA Prosthetic Treatment Center, the Contractor’s proposed costs for such services are determined excessive and the matter cannot be mutually resolved.

7.1.2 Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government prior to delivery to the beneficiary or the Prosthetic Treatment Center and inspected to ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment or related return trips to complete the delivery.

7.1.3 Contractor must obtain authorization prior to performing any major repairs to equipment. Authorization shall be obtained in the form of written estimates. The manner in which the repair is authorized shall be at the discretion of the COTR depending upon the circumstances and the nature of the repair. The Contractor acknowledges that repairs authorized under this contract are only to equipment related directly to the pickup and delivery of appliances to beneficiaries.

7.1.4 Items awaiting or in need of repairs are not to be kept with the clean and stored equipment/supplies.

7.1.5 Emergent repairs may be conducted during non-business hours of the Prosthetic Treatment Center at the discretion of the vendor; however, emergent repairs can only be performed to the extent of placing the equipment back into serviceable condition. Extensive repairs shall be suspended until normal business hours after authorization is obtained from the Prosthetic Treatment Center. Normal business hours for the Prosthetic Treatment Center are Monday through Friday, 8:00 a.m. to 4:30 p.m., except Federal holidays.

7.1.6 Depending upon the nature of the repair, repairs shall be billed at the technical or non-technical rate set forth by the bidder. Technical repair service is that service which requires a technician to have undergone specialized formal training and/or experience prior to reconditioning or repairing the equipment. Non-technical service is that service which does not require formal training or experience to repair or recondition equipment. Technical and non-technical labor rates may be used for site assessments for ramp installation, installation and/or replacement of stair glides, patient lifts, environmental control units, automatic door openers, etc.

7.1.7 The Contractor is to furnish the name of the Veterans Affairs official authorizing the repair and the nature of the authorization when submitting invoices for same.

7.1.8 Contractor shall utilize a qualified technician to repair all types of power wheelchairs/scooters, including manual wheelchairs. An itemized estimate of the needed repairs shall be provided to the Chief of Prosthetics detailing the part required (including part number) and the manufacturer. The Chief of Prosthetics may opt to order the parts directly from the manufacturer for installation by the Contractor.

7.2 EQUIPMENT MAINTENANCE/CONTRACTOR REQUIREMENTS

7.2.1 Routine and preventative maintenance (PM) is included in the set up and delivery of equipment. However, when the contractor performs preventative maintenance on existing equipment that has already been delivered to the patient's home, VA will be billed at the non-technical labor rate in addition to mileage as defined in the contract.

7.2.2 Contractor shall provide PMs in accordance with manufacturer's guidelines for all equipment, except Hoyer lifts. Contractor shall be required to perform PMs on Hoyer lifts every 12 months. At time of award contractor will be provided with a list of all patients that currently have Hoyer lifts in the home, the date the lift was issued and any available maintenance records.

7.2.3 The Contractor shall have a process in place to perform and document routine and preventative maintenance at defined intervals and according to manufacturers’ guidelines on each piece of equipment requiring same provided to a patient.

7.2.4 The Contractor shall furnish the COTR with a listing of each item and the type and schedule required for routine and preventative maintenance according to the manufacturers’ guidelines.

7.2.5 The Contractor shall include evidence of qualifications for the routine and preventative maintenance performed on each piece of equipment in the Contractor’s Policy and Procedures Manual provided to the VA COTR.

7.2.6 The Contractor shall have a process in place for tracking and documenting the manufacturer, model, and serial number of all appropriate equipment, and date or criteria when routine and preventative maintenance is required in accordance with manufacturers’ guidelines.

8. RETURNED EQUIPMENT

8.1 PICKUP

8.1.1 All items picked up shall be cleaned with an antiseptic/germicidal hospital approved solution, inspected and bagged, tagged and dated before being placed back in storage for reissue. Minor repairs and/or adjustments shall be completed before the final invoice is submitted and billed accordingly. Equipment deemed uneconomically repairable by the Contractor and concurred by the COTR shall be annotated as scrap on the Invoice and placed in a designated area marked for “SCRAP – U.S. GOVERNMENT PROPERTY – NO TRESPASSING”.

8.1.2 Items requiring authorization for repair shall be tagged as such, noted on the Invoice as “Pending Authorization for Repair”, and the cost of labor and materials needed for repair faxed to the Prosthetic Treatment Center for necessary action. Normal invoicing shall occur at this time. If authorization is received at a later date, a separate Purchase Order shall be issued along with a copy of the Contractor’s quotation for repair, and inventory adjustments made upon completion of the repair and invoice.

8.1.3 Items waiting cleaning or repairing shall be stored in a designated location, clearly marked “Repairs/Cleaning” until such services are completed. This location is to be separate and apart from clean items available for delivery or issuance.

8.1.4 The Contractor shall label all clean equipment with the date of cleaning, store all items for reissue in a non-contaminated area that is clearly marked, away or separated by a partition from dirty items.

8.1.5 The Contractor shall employ universal body substance isolation standards and procedures pertaining to patients and employees in the performance of this contract.

8.1.6 All used supplies picked up and not for reissue shall be placed in a canister marked “Contaminated” and disposed of properly. The canister shall be kept in the area designated for cleaning used equipment.

8.1.7 All equipment placed in the “SCRAP” area shall be disposed of upon approval of representatives of the Prosthetic Treatment Center and after proper reconciliation by both parties. A separate inventory shall be maintained on these items awaiting disposition. All documentation of disposition shall be completed and turned into the Prosthetic Treatment Center the same day the scrap is disposed.

8.2 SALVAGE

10.2.1 In the event that a veteran beneficiary dies prior to delivery and acceptance of prosthetics equipment, VA shall pay the Contractor for the work performed up to the point that they are notified to stop work. The price to be paid shall be mutually agreed upon and shall not exceed the contract price of the prosthetics equipment less the salvage value of the unused components.

9. PICK UP OF VA EQUIPMENT

9.1 PICKUP

9.1.1 The Contractor shall make all pickups within the established radius from his/her place of business. The Contractor shall document all discrepancies, such as missing equipment or equipment that cannot be located, on the invoice that has been requested by the VA to be picked up.

10. INVENTORY

10.1 DOCUMENTATION ON FILE

10.1.1 The Contractor shall provide the COTR a complete inventory listing of all VA-owned equipment and supplies within his/her facility within the first three working days of each month for the previous month. The listing shall include, but is not limited to:

10.1.1.1 Name and manufacturer of appliance;

10.1.1.2 Model number of appliance;

10.1.1.3 Serial number of the appliance;

10.1.1.4 Description and size of the appliance;

10.1.1.5 Condition of appliance, i.e., new, used, in need of repair, scrap;

10.1.1.6 Quantity of each item

10.1.2 The Contractor shall include a separate listing of all orders pending that have not been delivered/picked up for reconciliation purposes. Reconciliation by both parties shall be completed by the 5th working day of each month for the previous month’s inventory. A physical inventory shall be performed on a quarterly basis. All inventory reconciliations shall be signed by both parties and maintained on file for future reference.

11. CONTRACT ADMINISTRATION

11.1 The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

11.2 In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

11.3 All contract administration functions will be retained by the Contracting Officer/Department of Veterans Affairs, 2301 East Lamar Blvd, Arlington, TX 76006.

11.4 AFTER AWARD OF CONTRACT, ALL INQUIRES AND CORRESPONDENCE RELATIVE TO THE ADMINISTRATION OF THE CONTRACT SHALL BE ADDRESSED TO: Contracting Officer/Department of Veterans Affairs, 2301 East Lamar Blvd, Arlington, TX 76006.

12. DOCUMENTATION

12.1 DOCUMENTATION ON FILE

12.1.1 Contractor to establish and implement procedures to receive, clean, and as appropriate, sterilize reusable equipment and supplies in accordance with manufacturer’s and/or infection control guidelines.

12.1.2 The Contractor shall have a process in place to perform and document routine and preventive maintenance required, at defined intervals, in accordance with manufacturers’ guidelines on equipment provided to a VA beneficiary or held in storage. Contractor must also establish and implement a method to document repairs to VA-owned equipment by manufacturer, model, serial number, and type of repairs performed. Repairs and maintenance of VA equipment to be performed in accordance with manufacturer’s guidelines and by trained and qualified individuals. Equipment should have a label or tag reflecting the next scheduled service.

12.1.3 Beneficiaries will be provided with copies of manufacturer's operating and maintenance instructions on all items delivered. The contractor will provide patient education, operating instructions, maintenance instructions and maintain documentation that it was provided by obtaining the patient's or caregiver's signature. This will suffice when there are no operating manuals available on reissued/used items. NOTE: That the contractor must provide patient education on ALL items they deliver and maintain documentation. For equipment with known significant safety hazards, the patient or caregiver shall be given a written checklist of equipment information and safety checks including any instructions.

12.1.4 Contractor to provide evidence of insurance coverage for VA property along with liability insurance in case of loss due to theft, fire, destruction, and/or bodily injury. The level of insurance will be maintained to cover loss of damage to VA equipment/supplies at no less than One Hundred Thousand Dollars ($100,000.00). The bodily injury liability and property damage liability insurance shall be as required by the laws of the State of Texas with minimum limits per person and per accident claim for bodily injury. The Contractor is to provide proof of insurance coverage for equipment and supplies stored in his/her facility within ten (IO) days after notification of award of this contract.

12.1.5 The Contractor shall provide the COTR a complete inventory listing of all VA-owned equipment and supplies within his/her facility within the first three working days of each month for the previous month. The listing shall include, but is not limited to:

12.1.5.1 Name and manufacturer of appliance;

12.1.5.2 Model number of appliance;

12.1.5.3 Serial number of the appliance;

12.1.5.4 Description and size of the appliance;

12.1.5.5 Condition of appliance, i.e., new, used, in need of repair, scrap;

12.1.5.6 Quantity of each item

12.1.6 The Contractor shall include a separate listing of all orders pending that have not been delivered/picked up for reconciliation purposes. Reconciliation by both parties shall be completed by the 5th working day of each month for the previous month’s inventory. A physical inventory shall be performed on a quarterly basis. All inventory reconciliations shall be signed by both parties and maintained on file for future reference.

12.1.7 The Contractor must have in place written procedure guidelines for setting up equipment, delivery/pickup of equipment, cleaning of equipment, safety and infection control procedures, patient incident reporting, tracking of equipment for preventive maintenance, emergency response procedures, documentation and handling patient complaints, performance improvement, etc. in accordance with JCAHO ( or other recognized healthcare accredited organization ) standards.

12.1.8 The Contractor must obtain an acknowledgment of instructions provided the beneficiary or his/her caregiver as well as acknowledgment of their understanding of the instructions provided. Instructions shall include:

12.1.9 Basic purpose, description, operating instructions, trouble shooting, and appropriate use of the equipment/supplies;

12.1.10 Safety precautions and warnings associated with the equipment, as related to home use;

12.1.11 Routine maintenance to be performed by the patient and/or caregiver; (Checklist)

12.1.12 Demonstration of the use/operation of the equipment with observation of a return demonstration by the patient and/or caregiver using the equipment;

12.1.13 Backup equipment/emergency plans;

12.1.14 Any safety hazards associated with equipment provided;

12.1.15 Patient’s Rights and Responsibilities;

12.1.16 Patient Satisfaction Letter;

12.1.16.1 Handling, storage, and safe transportation of the equipment;

12.1.17 Emergency contact number to call in case of equipment breakdown or failure;

12.1.18 Patient education checklist

12.1.19 The Contractor must have written personnel policies on file for all employees performing under this contract for review by the VA COTR and shall include the following information:

12.1.19.1 Employee training on basic fire, safety and infection control;

12.1.19.2 Employee training or qualifications/competencies on the delivery/setup/repair of equipment provided;

12.1.19.3 Orientation programs for all employees involved in the delivery/pickup of durable medical equipment, i.e., policies and procedures, confidentiality of patient information, home safety, including bathroom, fire, environmental, and electrical safety, safety issues for services provided in the home including fire prevention and security, emergency preparedness, appropriate action in unsafe situations, handling and reporting of patient incidents, infection prevention and control, cleaning, disinfecting and sterilization of equipment and supplies, safe storage/handling of equipment and supplies, identifying, handling, and disposing of hazardous or infectious materials and wastes in a safe and sanitary manner and according to law and regulation, ongoing education, including in-services,

12.1.19.4 Training and other activities, licenses, certificates, etc. Professional behavior is required in dealing with veteran beneficiaries and/or their families to include ethics, aging, bereavement, various disabilities, etc.

12.1.20 The Contractor must maintain a daily trip log enabling the Prosthetic Treatment Center to verify what trips are scheduled on any given day, as well as pre-trip inspection form for each vehicle used in the performance of this contract to ensure safety of the personnel and equipment in use.

12.1.21 Contractor to have a procedure in place for handling all customer incidents, complaints/concerns received. A customer satisfaction complaint form shall be completed on all issues received, and the issue resolved if directed to the Contractor. A copy shall be forwarded to the COTR. If the issue cannot be resolved, a copy of the customer satisfaction complaint form listing the complaint/concern shall be forwarded to the COTR immediately for resolution or necessary action.

13. SAFETY, MANAGEMENT, INFECTION CONTROL

13.1 The Contractor shall comply with the laws of the State of Texas applicable to licensing and operation of motor vehicles. Evidence of certification with DOT Regulations to be included with bid or prior to contract award, as well as personal liability and property damage insurance coverage within the limits as required by law.

13.1.2 The Contractor’s truck walls, ceiling and floors should be of a surface that can be easily cleaned and sanitized and have areas clearly marked to separate clean and soiled/contaminated equipment/supplies. Delivery/pickup vehicles shall be equipped with a first aid kit, infection control supplies, standard operating procedure manual, vehicle registration, daily trip log/inspection, as well as items required for vehicle breakdown.

13.1.3 The Contractor shall maintain a telecommunication system, i.e., answering machine, fax machine, in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact.

13.1.4 The Contractor to furnish the Prosthetic Treatment Center with a copy of their Standard Operating Procedure Manual, employee competencies and training and updates as they occur, quarterly reports of quality assessment and performance improvement activities, and patient satisfaction survey results. Safety and infection control procedures as well as documentation of all education and training received by personnel servicing this contract shall be a part of this manual. Education on safety and infection control is required on a yearly basis.

13.1.5 Steel-toed shoes shall be worn by all employees performing under this contract in accordance with OSHA requirements. Identification badges with a photograph, employee’s name, and company name shall be worn at all times by the employees performing under this contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean, and professional manner and verbally identify themselves. He/she shall then ask permission to enter the home. The Contractor’s personnel servicing VA beneficiaries shall at all times demonstrate a high level of courtesy and consideration when providing services.

13.1.6 The Contractor shall check the safety of the electrical outlets in the patient’s home prior to installing any electrical equipment. Electrical outlets must be inspected and tested with a voltmeter to ensure that the voltage level is adequate for the item being installed, that polarity is correct, electrical ground is present, and that the outlet is in good physical condition. Any unsafe electrical conditions shall be immediately reported to the Contracting Officer’s Technical Representative (COTR) for further instructions. When the residences have non-grounded electrical receptacles, the Contractor shall provide and install a three-prong adapter to plug in the electrical equipment at no charge to the Government. The grounding prong on the equipment cord shall not be removed.

13.1.7 Contractor shall ensure that all safety and infection control procedures are followed while performing under the terms and conditions of this contract for the protection of all parties involved.

13.2 SENTINAL EVENTS/INCIDENT REPORTING

13.2.1 The Contractor shall have a system for reporting and documenting all accidents and injuries and documenting safety hazards and be a part of the Contractor’s Standard Operating and Procedure Manual.

13.2.2 All accidents, malfunctions, injuries, deaths, and equipment recall, related to the provision, delivery and use of DME, shall be immediately reported to the COTR, and to the manufacturer of the equipment, if applicable.

13.2.3 The Contractor’s employees that are providing the equipment and related services to meet the needs of patients shall have current education, training, and…