Revised Performance Work Statement - Redlines.docx

?.## PERFORMANCE WORK STATEMENT

1. SCOPE:

This is a non-personal service to provide pick-up, delivery, repair, storage, assembly, set-up and patient/caregiver training of safe operation, cleaning, maintenance, and proper storage of equipment.

2. APPLICABLE CONTRACT CLAUSES:

Section C for Contract Clauses.

3. DESCRIPTION OF SERVICES:

The Contractor shall provide all equipment, transportation, and supervision necessary to provide storage, delivery, assembly and set-up, on-site at Contractor’s facility or in-house at Veteran residence or as otherwise specified on the purchase order including instruction and demonstration, and/or pickup of Department of Veteran Affairs (VA) furnished Durable Medical Equipment (DME) which, at the request of the VA facility, can include such items as, but not limited to, standard hospital beds with full or half rails, bariatric beds, standard mattresses, specialty beds and mattresses, trapezes, over bed tables, bedside commodes, power wheel chairs, scooters, manual chairs and patient lifts, toilet risers, vertical platform lifts, stair glides, vehicle lifts, vitrectomy recovery tables, transfer chairs, and grab bars. Facilities contracting for services include Montana VA Health Care System. The Contractor shall be Joint Commission (JC) Accredited or equivalent in Home - Care and shall maintain accreditation for the duration of the contract. If Contractor is not JC accredited, the Contractor shall establish a plan for meeting all JC home care standards, must self-survey and document results quarterly to ensure continuous compliance with JC Home Care standards, and must share results with VA. Compliance with JC Home Care standards is also subject to VA inspection in random unannounced visits at the discretion of the facility. The Contractor shall meet any applicable JC standards. The area of responsibility includes the geographic coverage regions of the participating VA healthcare system as well as their Community Based Outpatient Clinics (CBOCs). The Contractor shall have an established facility or ability to establish a facility within the geographic area of performance for delivery; pick up, storing and maintaining VA requirements and standards stated in this contract. VA reserves the right to purchase service via open market if the Contractor cannot meet the requirements given in this contract within applicable timeframes.

DME Contractor support As needed by DME Contractor support

Passive Motion (CPM) machines or pads, End Range of Motion Improvement

(ERMI)

Standard hospital beds with full or half rails, bariatric beds, standard mattresses, specialty beds and mattresses, trapezes, over bed tables, bedside commodes, power wheelchairs, scooters, manual chairs and patient lifts, toilet risers, vertical platform lifts, stair glides, vehicle lifts, vitrectomy recovery tables, and transfer chairs. See section 7.9, 7.10, 7.11 for 3 equipment type definitions.

Areas of Service:

Montana VA Health Care System (MTVAHCS) serves the counties of – Beaverhead, Big Horn, Blaine, Broadwater, Carbon, Carter, Cascade, Chouteau, Custer, Daniels, Dawson, Deer Lodge, Fallon, Fergus, Flathead, Gallatin, Garfield, Glacier, Golden, Valley, Granite, Hill, Jefferson, Judith Basin, Lake, Lewis & Clark, Liberty, Lincoln, Madison, McCone, Meagher, Mineral, Missoula, Musselshell, Park, Petroleum, Phillips, Pondera, Powder River, Powell, Prairie, Ravalli, Richland, Roosevelt, Rosebud, Sanders, Sheridan, Silver Bow, Stillwater, Sweet Grass, Teton, Toole, Treasure, Valley, Wheatland, Wibaux, Yellowstone.

3.1 Objectives: The Contractor shall make delivery/pick up of all equipment, supplies, or services specified herein within 2 business days of notification.

3.1.1. Scope: The Contractor shall provide pick-up service for repair only when the VA requests, delivery, training, storage, and assembly of DME to designated location given by the Contracting Officer’s Representative (COR) or designee. All transportation of DME shall be made by a trained technician with appropriate certifications for the equipment being serviced, with a company vehicle(s). The Contractor shall also provide storage in a secure and contained storage area(s) for all VA equipment and supplies.

4. REQUIREMENTS:

4.1 Personnel: The Contractor shall provide all qualified personnel to perform services described within this PWS.

4.2 Equipment Pick-Up and Delivery: The Contractor shall make delivery/pick up of all equipment, supplies, or services within the specified times listed below. If the Contractor is unable to deliver or pick up equipment or supplies for any reason, employees must immediately notify the station’s designated COR (next business day if outside VA working hours). Pick up refers to Contractor picking up patient DME from VA location to deliver directly to patient/caregiver or to take back to Contractor’s storage facility for delivery or picking up patient DME that is damaged or being refused from the Veteran’s home. The Contractor will be responsible for contacting the veteran or caregiver to arrange a reasonable time to accomplish the required services. Failure caused by the veteran or caregiver shall not be held against the Contractor, however failures shall be documented and are subject to review and determination by the Contracting Officer. The Contractor shall not make deliveries when a patient or representative is not at the residence or nursing home. Scheduling of deliveries will be left to the Contractor, but shall, as much as possible, meet with patient requirements. The equipment will be set up in the area of the veteran’s choice. The Contractor shall adequately prepare the site, unpack and assemble equipment in a condition to be used. All packing materials, to include boxes shall be removed from the Veteran’s premises by the Contractor.

4.2.1 The equipment shall be assembled in area that is the most feasible and safe for the Veteran per Home Safety Evaluation specifications. (Vehicle lifts are excluded from this rule). This form will be provided to the contractor.

4.2.2 The Contractor shall adequately prepare the site, unpack, and assemble equipment. All packaging materials to include boxes shall be removed from the Veteran’s premises by the Contractor after delivery and assembly.

4.2.3 The Contractor shall schedule all deliveries and pickups by Geographical areas, combining trips which would result in the most economical service to the VA. If it is determined that the Contractor did not schedule deliveries and pick-ups using the most economical method, an adjustment in payment may result. The Contractor shall make every effort to consolidate multiple requests to Veterans.

4.2.4 The Contractor shall schedule pick-ups and/or deliveries to the veteran’s residence by appointment, between 9:00 a.m. and 6:00 p.m., Monday through Friday. Exceptions will be made in the case of emergencies and patient availability which are both determined by the COR or his/her designee at the station for which services are required. Deliveries and/or pickups outside of the normal duty hours may be required (6:01 p.m. through 8:59 a.m.) in conjunction with weekends and/or holidays recognized by the federal government.

4.2.5 Jobs outside of a 50-mile radius shall receive payment for mileage. For trips within a 50-mile radius (1 – 50 miles away) of the Contractor’s storage facility and the Veteran’s residence, mileage shall not be charged.

4.2.6 The Contractor shall use Google Maps, Apple Maps, and/or another VA approved web-based mapping tool to compute mileage from the address of the Contractor’s storage facility to the destination address. The Contractor is to be paid only for the agreed upon trips made in support of the contract order.

4.2.7 Scheduling of pickups will be left to the Contractor, but shall, as much as possible, adhere to the patient’s needs.

4.2.8 The Contractor will be responsible for contacting the veteran or caregiver to establish a time between the hours of 9:00 a.m. and 6:00 p.m. Monday through Friday to render the requested services or equipment. Failure caused by the veteran or caregiver shall not be held against the Contractor. However, failures shall be documented by the Contractor and the COR or designee shall be notified of the failed attempt. The Contractor shall not make deliveries when a patient or caregiver is not at their residence.

4.3 Refusals of Service: All Veterans have the right of refusal of service. In the event a beneficiary refuses service or orders the delivered equipment to be removed from the home, the Contractor shall comply with the beneficiary’s wishes. However, in addition to a written report, the Contractor shall report the specifics of the refusal to VA Prosthetics by telephone, within one (1) hour, followed by an email indicating date and time of phone notification and reason for Veteran’s refusal. If the refusal occurs during a home visit, the Contractor’s staff shall attempt to notify VA Prosthetics of the refusal during the home visit. Contractor will still receive payment for a round trip if Veteran refuses service or delivered equipment after physical attempt was made. The date and time of the attempted phone call to the VA and the reason for the Veteran’s refusal should be included in the email.

4.4 Routine Delivery Orders: The Contractor shall not perform any work without authorization from the COR or delegated designee and a purchase order (PO) for the service.

4.4.1 The VA will pay a flat rate per job (One trip defined in section 7.12) for deliveries and/or pickups.

4.4.2 The Contractor shall use the assigned obligation/purchase order number received from the VA contracting staff, COR or authorized designee on all invoices submitted to the Prosthetics Staff at the station for which services are being rendered. Invoice within five (5) calendar days of services rendered. The invoice and delivery ticket will show at a minimum:

1. Patient Name

2. Purchase Order number

3. Date of Service

4. Proof of delivery that includes:

· Description of each item(s) delivered/picked, including serial numbers

5. Verification that instruction in use/care of equipment were given to patient/caregiver

· Verification of Home Safety Checklist

· Verification that Patient’s Rights and Responsibilities were given to patient/caregiver

· Verification of Patient Education and Instruction to include applicable patient handouts

6. Patients/caregiver signature

7. Charges assessed for the service(s)

8. Include a map if a travel fee is included

4.4.3. Contractor will call the Veteran within seven (7)2 business days to schedule delivery/ setup/ evaluation to be completed no later than 45-60 day timeframe for routine deliveries/ setup. If Contractor is unable to meet this timeline, the Contractor must contact the COR or designee by email or phone with follow up email detailing the reason for the delay of service or delivery.

4.5 Emergency Delivery Orders: The Contractor shall have a process to complete emergency orders within 24-hours during normal business week hours. Emergency orders placed for delivery/pick-up within a 100-mile radius of the Contractor’s storage facility and the Veteran residence shall be identified as “emergency” and shall be completed within 24 hours of notification. Orders placed for service outside of 100 miles radius of the Contractor’s storage facility and the Veteran’s residence shall be completed within 48 hours of notification. If Contractor is unable to meet this timeline, the Contractor must contact the COR or designee by email or phone with follow up email detailing the reason for the delay of service or delivery. The COR or appointed designee must approve ALL emergency orders before delivery.

4.5.1 If the Contractor is unable to provide delivery or pick-up within the specified timeframe, the Contractor shall immediately notify the COR or appointed designee with an explanation as to why they are unable to perform service. Notification shall allow sufficient time for the COR or appointed designee to seek other alternatives and/or remedies necessary to complete the required services. Phone notification to be followed by an email within 24-48 hours indicating date and time of phone notification and reason for inability to provide service or delivery. The COR or appointed designee must approve ALL emergency orders before delivery.

4.5.2 If the Contractor fails to furnish services within specified time periods after receipt of a delivery order, the VA reserves the right to obtain the required services from another source and to charge the Contractor for all costs over those contained within the price schedule.

4.5.3 Failure to provide services as set forth in this contract will be grounds for invoking default.

4.6 Receipt of VA Orders: The Contractor shall receive orders by one of the following means:

1. Faxed VA Purchase Order (PO).

2. Encrypted email message or PO. The Contractor shall be required to establish encryption for email to and from the VA if necessary.

3. Telephone request followed by a faxed or emailed PO, by COR or designee for emergency delivery orders only.

4.7 Receipt of Equipment/Supplies: The Contractor shall fax, or send an encrypted email of the following items to the COR or designee:

1. Delivery Tickets/Packaging Slips of VA equipment received (on date of receipt by Contractor)

4.8 Training: The Contractor shall provide patient/caregiver education (verbally and in writing) for equipment delivered. Instructions to patients and their caregivers shall include proper use of the equipment and supplies, proper care, and cleaning of the equipment and safety precautions. Initial set-up of equipment will be accomplished by a qualified individual.

4.8.1 Upon completion of delivery and set-up, a manufacturer's instruction booklet shall be furnished to the client. The Contractor is responsible for obtaining manufacturer's instructions for all equipment. The Contractor shall provide instructions to the patient and/or caregiver on the safe and appropriate use of the medical equipment being supplied. The Contractor shall demonstrate proper usage and visually observe the Veteran or caregiver properly using the equipment. The Contractor shall also include verbal discussions on the storage and handling of the involved equipment, required maintenance and electrical safety. The Contractor shall have the Veteran and/or caregiver provide a return demonstration of training with the item. All training will be documented and provided to the COR or designee on all invoices.

4.9 Tracking: The Contractor shall establish a tracking system for identifying and tracking VA orders by the PO number and by the Veteran receiving the services. Upon request, the Contractor must be able to provide the status for open orders which include the dates and times of appointments, names of individuals contacted, and estimated completion dates. A Microsoft Excel tracking system the VA can view as needed and retrieve purchase orders and invoices shall be provided by the Contractor.

4.10 Storage Facility: The Contractor shall provide storage space for all home medical equipment and supplies. The location of the Contractor’s storage facility shall not exceed the maximum number miles from the VA Medical Facility for which services are to be provided:

4.10.1 All VA-owned home medical equipment shall be stored by the Contractor in an established warehouse until delivered to the Veteran. The Contractor is to provide a specified secure and contained storage area for storage of VA-owned equipment and supplies picked up from or shipped from VA.

4.10.2 The Contractor shall, at no time, comingle VA-owned equipment and supplies with equipment or supplies from other non-VA activities, to include Contractor-owned equipment. Devices and equipment that have been designated for individual patients should be clearly marked with the patient information below. No other patient identifying information shall appear on the tag.

1. The PO number used by the VA to purchase the equipment.

2. The vendor the equipment was shipped from.

3. The PO number used for the delivery of the equipment.

4.10.3 Minimum Square foot requirements for each facility are as follows:

Storage Space Unit

4.10.4 Storage area must conform to all applicable state, local, and National Fire Protection Association (NFPA) codes. In addition, the storage area shall meet all State requirements for insurance and shall be insured against loss or damage of VA property at the Contractor’s expense.

4.10.5 Clean storage area must be segregated from the dirty area by a physical barrier and both areas must be clearly identified. While in storage, all equipment and parts shall be maintained in separate locations denoting “New | Ready-to-issue” and “Awaiting Delivery Set-up” and the “dirty area” would state “Repairs in Progress”

4.10.6 Contractor must have the ability to load/unload freightliners that may not have lift gates. This will require a docking area for receiving and forklift, and/or a scissor lift if they do not have a docking area that is accessible for the loading/unloading.

4.10.7 Prior to contract performance, the Contractor’s facility shall be inspected by representatives of the VA. During contract performance, the COR shall have access to the storage area during normal VA working hours from 8:00 a.m. to 4:30 p.m. for the purpose of inspecting VA Furnished Property (GFP).

4.11 Vehicles: All vehicles used to transport DME, or supplies, must be licensed and meet the minimum requirements as mandated by the Department of Transportation for the state in which services will be rendered, to include insurance at the Contractor’s expense. The vehicles must be kept clean and ready for inspection by COR or designee at any given time. The vehicle shall possess an area to house clean/patient ready equipment, and a separate area to house unclean/dirty equipment. Clean equipment shall not be intermingled with dirty equipment and vice versa. All equipment shall be properly secured in its designated area before being transported. The Contractor shall secure vehicles housing any VA inventory when left unattended. All delivery vehicles shall contain the following:

a) Infectious Protective Equipment Kit that includes an apron, gloves, eye wear, and masks

b) First Aid Kit

c) Eye Wash Kit

d) Waterless Alcohol Based Hand Cleaning Solution

e) Infection/Hazard Bags

f) Fire Extinguishers (Optional)

4.11.1 The Contractor shall keep vehicle logbooks for each vehicle that is used in conjunction with this contract. The logbooks should contain the following information, but not limited to:

a) Make, model, and year of vehicle

b) Vehicle mileage

c) Maintenance log, such as oil, lube, filter changes, tire rotations, etc

4.12 Government/VA Furnished Property: VA-furnished property shall include DME that the VA purchases from third-party vendors or from other contracts. Upon request from the COR or designee, the Contractor shall pickup DME equipment from the VA facility and deliver it to the Contractor’s storage facility. The VA may choose to have equipment shipped directly to the Contractor’s storage facility to expedite delivery to the Veteran beneficiary.

4.12.1 When notified by the Veteran and/or caregiver of equipment failure, malfunction, damage or other defect, the Contractor shall instruct the patient and/or caregiver to contact their VA provider who will notify the COR or designee of the need for repair services. At no time shall the Contractor make a repair without prior approval from the COR or designee by receipt of PO.

4.12.2 The Contractor shall provide documentation that includes how to contact the VA Prosthetic department for any issues with their equipment.

4.13 Disposal of Equipment: Items picked up, which are determined to be non-serviceable by the Contractor, must be tagged and stored separately for inspection and final determination by the Prosthetic Representative on a quarterly basis. The VA will make final decision disposal of all items, although the Contractor will dispose of mattresses at no additional cost to the Government.

4.14 Special Notifications: All accidents, malfunctions, equipment recall(s), injuries, and even death, related to the provision, delivery and use of DME shall be immediately (within 24 hours of occurrence) reported to the COR or designee of the VA facility for which services are being provided.

4.15 Transition Period: When there is a change in Contractors, it is the duty and responsibility of the new Contractor to pick up all VA-owned equipment and other related supplies from the previous Contractor’s storage location within thirty (30) calendar - days after contract award, at no cost to the VA. These items are to be stored within the place of business of the new Contractor.

4.16 Site Visits: Quarterly, unscheduled, on-site visits will be made by the COR or his/her designee to monitor the Contractor’s performance under this contract. Site visits may be conducted in person or virtually.

4.16.1 The Contractor agrees to make available all records and documentation during the monitored visit.

4.16.2 The VA reserves the right to inspect Contractor’s premises, vehicles, and equipment to be used in the performance of contract work to ensure conformance with requirements of this contract.

4.16.3 Contractor agrees to visits by a VA representative(s) accompanied by the COR or his/her designee to review the contract services provided to the VA at no extra cost to the VA.

5. OTHER PERTINENT INFORMATION:

5.1 Pricing: The prices established in the schedule of items and/or services shall include services of the Contractor’s qualified driver(s) and/or technician(s). The prices quoted in the schedule are the prices that will be paid for the type of equipment being serviced for assembly, delivery, and/or pick up.

5.2 Licensing: Contractor employees performing services under the terms and conditions of this contract shall have a current and valid vehicle operator’s license/commercial driver’s license issued by the Department of Transportation in the state in which services are being performed.

5.3 Staff Technician Training: The staff technician shall be manufacturer certified to perform the following services on all DME:

a) Assembly, disassembly, maintenance, and operation of all inventoried equipment.

b) Maintenance and operation of equipment to Veteran beneficiaries and/or caretakers.

c) For Group 3 chairs (power wheelchairs for the severely impaired patient afflicted with spinal cord injuries, Amyotrophic Lateral Sclerosis, and other severe ailments), Assistive Technology Professional (ATP) certification is required for driver setting up DME. If no certified ATP is available, the VA COR or designee has the option to go off contract.

a. Certification through RESNA (Rehabilitation Engineering and Assistive Technology Society of North America) or equivalent.

d) Proper state licensures to install elevators is required for Vertical Platform Lift installations.

5.3.1 Certification of staff training of technicians performing work on VA-owned equipment will be required. VA reserves the right to include any DME items routinely provided for home care patients should they be deemed necessary. Offeror agrees to ensure technicians receive appropriate staff training on any equipment they currently are not certified to install or assemble, within 90 days of award of this contract.

5.3.2 All technicians performing service under this contract will dress professionally and wear a picture identification badge and/or shirt with the Contractor’s name and employee’s name in plain sight.

5.3.3 Personnel must provide equipment deliveries in company vehicles clearly marked with company logo.

5.3.4 Contractor shall provide and document employee orientation, ongoing employee education and ongoing assessment of employee competency for all employees involved with the services covered under this contract. Employees must be able to demonstrate a high level of competence to assure proper assembly of equipment. Personnel folder shall be created for each employee providing services under this contract.

5.3.5 The VA requires Contractors to receive their annual flu vaccine each year and documented in the employee file they have received their annual flu vaccination.

5.4 Source of Information: The Contractor awarded a contract in response to this solicitation will conduct business only with the COR or Contracting Officer or delegated designee of the VA Health Care System requesting services and in no circumstances deal directly with or solicit Veterans of the VA without prior authorization from the COR or his/her designee.

5.5 Inventory: Contractor shall be required to maintain equipment inventory on all VA-owned equipment and supplies to ensure that the specified equipment and services are always readily available. A bi-weekly report of VA-owned equipment and/or supplies in storage shall be faxed or emailed to the COR or designee by 4:30 p.m. MST on the 1st and 3rd Tuesday of the month for Montana VAHCS showing the inventory on hand. The inventory will include item description and serial numbers of both new and refused equipment. Montana VA will establish an initial stock level of all equipment and supplies and a re-order point where the Contractor is required to immediately notify the COR for stock replenishing. Inventory list(s) shall be emailed to COR facility as stated below:

5.5.1 Inventory reports shall include all receipts and delivery tickets VA equipment (identified by purchase order, date of services provided as well as a notation if the equipment was refused.

5.5.2 Upon commencement of the contract, an inventory of equipment stocked at the current Contractor’s storage areas will be conducted jointly by the COR or his/her designee and the Contractor. All inventory shall be verified by the signatures of the COR or designee and the Contractor. This inventory shall include items, conditions thereof, and the approximate total value of equipment.

5.5.3 The Contractor shall establish and maintain a system of control to protect and preserve all VA property. The Contractor shall have established written procedures to deliver, and store refused items for up to 30 days after 30 days return to Prosthetics.

5.5.4 The Contractor shall be responsible for the security of all inventory items received for the VA. Loss, misuse, or destruction of any materials issued by the Contractor shall subject the Contractor to a claim for damages equal to the full cost of repair or replacement by the VA.

5.6 Electrical Requirements: It is the responsibility of the Contractor to follow manufacturer’s guidelines with regards to electrical requirements for equipment. The Contractor shall notify VA COR immediately of any issues with electrical services found at the home of a Veteran that prevents safe use of the equipment and/or supplies.

5.6.1 The Contractor shall perform visual electrical safety inspections on all VA equipment, in accordance with manufacturer’s instructions.

5.6.2 The Contractor shall visually inspect the physical integrity of the power cord on all VA equipment, the electrical plug, and the strain relief for damage. In instances where the physical integrity of power cords and/or electrical plugs are determined unsafe, the Contractor shall notify the COR or designee prior to delivery to Veteran beneficiary. If the COR is not previously notified of defective equipment before it is delivered to Veteran beneficiary, the Contractor is to repair or replace such components at their expense. If no electricity or an unsafe electrical system is found at the home, the Contractor will contact the COR at the ordering facility immediately for instructions on next actions.

5.7 Patient Rights and Responsibilities: The Contractor shall furnish each patient with a written statement of Patient’s Rights and Responsibilities. The patient or caregiver will sign the form provided by the Contractor reflecting that patient rights and responsibilities are understood.

5.8 Complaint Process: Contractor shall have a policy and procedure for reporting and resolving patient complaints, which will include a file of the complaints, the steps taken to resolve the complaint and subsequent follow-up of the problem. The complaints registered and the Contractor’s action to resolve them shall be reported quarterly to the COR or his/her designee. A report of negative responses is required.

5.8.1 Complaints do not have to be resolved immediately unless urgent or emergency situations arise and are discussed with COR or designee. Complaint Resolution Plan (CRP) should be communicated to COR or designee within 72hrs. This CRP should outline the plans to resolve the patient's issue, steps towards resolution, phone call to the patient, etc.

5.8.2 This complaint process policy and procedure should be provided by the Contractor to the COR.

5.9 VA Records: The Contractor shall ensure that adequate security of material/information received from the participating medical facilities or from VA beneficiaries complies with the Privacy Act of 1994 and Health Insurance Portability and Accountability Act (HIPPA). At a minimum, patient security shall consist of, but are not limited to, the following methods:

5.9.1 Conducting screenings and/or background checks of employees so that the workforce consists of responsible, qualified, and trustworthy personnel.

5.9.2 Develop and maintain a current access list of personnel authorized to enter areas containing VA inventory.

5.9.3 Develop a highly visible identification system which shall clearly differentiate between authorized and unauthorized personnel, for example, a system of controlled badges and/or uniforms.

5.9.4 Develop and ensure the use of positive control systems such as logs or other recording devices that list manufacturer, make, model number, and/or serial number (if applicable). The use of these systems shall begin when inventory is received at the Contractor’s facility and continue until the inventory is returned to the VA or issued to the Veteran beneficiary. Positive signature control shall be maintained at all steps of the process by the Contractor.

5.9.5 All VA records and administrative information shall be stored in a secured, electronic filing system. The Contractor shall develop procedures to ensure that all patient sensitive information and records are locked up. All VA records shall be kept out of customer’ s sight and separate from all other Contractor records. Contractor shall not comingle VA patient records and non-VA patient records within the same records storage cabinet.

5.9.6 The Contractor shall immediately report any breakdown or breach in security procedures to the COR or designee.

5.10 Inspections: At any time during contract performance, the VA Inspection Team, Safety Engineers, or The Joint Commission, or any other Government Agency may inspect the Contractor’s facilities to assess the condition and maintenance records of vehicles and equipment, as well as compliance with the contract requirements and recordkeeping.

5.11 Accreditation Requirements: Montana VA Health Care System will permit standards equivalent to the JC standards. If not Joint Commission (JC) accredited, offerors are required to meet standards of the Joint Commission (JC) throughout the contract and shall demonstrate JC or equivalent compliance prior to contract award. The VA reserves the right to determine an offer ineligible for award based on offeror’s failure to satisfactorily provide evidence of their ability to meet JC standards. If Contractor is not JC accredited, the Contractor shall establish a JC compliance program that will be subject to VA inspection on a quarterly or more frequent basis.

While the contract does not require Joint Commission accreditation the Contractor must perform the required work in accordance with Joint Commission and Center for Medicare & Medicaid Services (CMS) standards. The Contractor must demonstrate that he/she has met or exceeded Joint Commission and CMS requirements. A copy of these standards are listed below or may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd., Oakbrook Terrace, IL 60181. http://www.jointcommission.org/Standards/ ; http://www.cms.hhs.gov/ Standard - EP: APR.05.01.01 - 2 CMS When requested, the supplier of medical equipment provides government officials or their authorized agents with copies of reports from licensing, examining, reviewing, or planning bodies.

Standard - EP: EQ.01.01.01 - 2 CMS The organization provides only durable medical equipment, prosthetics, orthotics, and supplies (DMEPOS) and other items that meet applicable Food and Drug Administration regulations and medical device effectiveness and safety standards.

Standard - EP: EQ.01.01.01 - 6 CMS The organization informs the patient of the expected time frames for delivery of medical equipment and supplies.

Standard - EP: EQ.01.01.01 - 7 The organization secures medical equipment and supplies during transport and delivery to prevent damage and to avoid staff injury.

Standard - EP: EQ.01.01.01 - 8 CMS The organization delivers medical equipment and supplies in a time frame that meets the patient’s needs, as agreed upon by the patient or caregiver, organization, and prescribing physician or other licensed practitioner.

Standard - EP: EQ.01.01.01 - 9 The organization delivers medical equipment and supplies that are sanitary, clean, and undamaged.

Standard - EP: EQ.01.01.01 - 10 CMS The organization selects and delivers medical equipment and supplies to the patient that are consistent with the patient’s known and identified needs, risks, and limitations.

Standard - EP: EQ.01.01.01 - 12 CMS The organization verifies that the patient received the medical equipment and supplies. Verification of delivery is documented.

Note: Some examples of methods for verifying delivery include, but are not limited to the following: Contacting the patient to confirm that delivery occurred, providing the patient with a return receipt to complete upon delivery, and retaining a copy of the delivery service’s tracking slip as well as the supplier’s own invoice. Proof of delivery can also be demonstrated by verifying a sample of deliveries and using the data collected for a performance improvement indicator.

Standard - EP: EQ.01.02.01 - 3 CMS When setting up medical equipment in the home, the organization does the following:

- Provides all supplies that are necessary to operate the equipment

- Unpacks and assembles the equipment and performs safety and operational checks

- Adapts, fits, or adjusts the medical equipment to meet the patient’s needs

- Correctly stores the medical equipment and associated supplies Standard - EP: EQ.01.02.01 - 4 When setting up medical equipment in the patient’s home, the organization does the following: Determines whether equipment can be used safely within the patient’s home. The determination includes, as appropriate to the equipment, an evaluation of all of the following:

- The condition of electrical outlets and extension cords, grounding, and the possibility of circuit overload

- The possibility of exposure to heat sources or open flames

- The possibility of exposure to liquids

- The availability of an emergency power source, such as a generator or a charged backup battery

- Whether the home can accommodate the specific electrical and environmental requirements of the equipment Note: The determination considers the electrical and environmental requirements of the equipment that need to be met and is intended to bring to light any concerns about the equipment’s safe use in the patient’s home.

Standard - EP: EQ.01.03.01 - 7 The organization documents identification information for medical equipment and supplies in order to respond to recalls.

Note: Such information may include the name of the manufacturer, model number, serial number, lot number, or internal tracking systems.

Standard - EP: EQ.01.04.01 - 1 The organization identifies the medical equipment it provides that would threaten a patient’s life or health if it were to fail or malfunction.

Standard - EP: EQ.01.05.01 - 4 The organization maintains the cleanliness of patient-ready medical equipment.

Standard - EP: IC.04.01.01 - 3 CMS The organization has written policies and procedures to guide its activities and methods for preventing and controlling the transmission of infections and communicable diseases. The policies and procedures are in accordance with applicable law and regulation, nationally recognized evidence-based guidelines, and standards of practice, including the use of standard precautions.

Note: Standard precautions include hand hygiene, environmental cleaning and disinfection, injection and medication safety, use of personal protective equipment, minimizing potential exposures, and reprocessing of reusable medical equipment or devices. For full details on standard precautions, refer to the Centers for Disease Control and Prevention Core Infection Prevention and Control Practices for Safe Healthcare Delivery in All Settings at https://www.cdc.gov/infection-control/hcp/core-practices.

The Contractor is required to develop and maintain the following documents for all Contractor personnel working on the contract: credentials and qualifications for the job; a current competency assessment (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations, as appropriate.); a current performance evaluation supporting ability of the Contractor personnel to successfully perform the work required in this contract; and listing of relevant continuing education for the last two years. The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the COR, or upon request, for all Contractor personnel working on the contract.

When changes in Contractor personnel are approved in accordance with the “Key Personnel” clause of the contract, the Contractor must provide evidence of orientation, the current competency assessment, and current performance evaluation that supports the above.

6. Quality Control Program: The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is how they will assure the Contractor and the VA that their work complies with the requirements of the contract. After acceptance of the QCP, the Contractor will receive the Contracting Officer’s acceptance in writing of any proposed change to the QCP. The final plan is to be provided to the COR within 30 days of issuance of the contract. The QCP shall address at a minimum:

a) Incident reports with 1 business day.

b) Quarterly Customer Satisfaction reports.

c) Semi-annual Joint Commission reports.

d) Semi-annual infection control reports.

e) Semi-annual performance improvement reports.

f) Preventative maintenance reports monthly.

g) Plan for prevention and control of infection.

h) Disaster preparedness plan.

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

Performance Requirements Summary

Reference:

Sections 5.5

Delivery of Orders Reference:

Sections 4.4, 4.5

Late deliveries are not permitted except in instances of excusable delays and/or prior approval from the COR or designee.

Reference:

Sections 5.3

Reference:

Section 5.10

Reference:

Sections 5.5, 5.5.1, 5.5.2

Reference:

Section 5.9

NOTE: All elements in the Performance Requirements Summary are critical and must be performed successfully. The Government recognizes there are events beyond the Contractor’s control that may impede or stop the performance, however, if the Contractor does not immediately or as soon as practicable, notify the Government of the delay or inability to perform, the Contractor will be held to the appropriate disincentive above.

7. DEFINITIONS:

7.1 Contracting Officer (CO): The representative of the VA who has the authority to enter, administer, terminate, modify, approve changes, or otherwise represent and bind the VA in all matters arising under or relating to this contract.

7.2 Contracting Officer Representative (COR): The COR is representative of the VA who serves as the point of contact for issues relating to the administration and coordination of services provided under this contract. The COR has no authority to make changes to the Contract terms which affect contract prices, quality, quantities or delivery terms and conditions.

7.3 COR Designee: An individual delegated by the COR to act in his/her place; a Prosthetic Purchaser.

7.4 Coordinated Delivery/Pick-up: Coordinated pick-up is defined as services previously coordinated with the Veteran receiving services. If services are previously coordinated but the Veteran refuses services after Contractor arrives at the Veteran’s place of residence, Contractor will still receive payment for services rendered. If visit is uncoordinated with Veteran beneficiary, payment will not be received for services.

7.5 Defective Equipment: Equipment that does not meet the standard listed within the manufacturer’s guidelines.

7.6 Excusable Delays: Severe weather, poor road conditions or other excusable delays as determined by the Contract Officer after prompt notice by the contractor.

7.7 Federal Holidays: The following is a list of the federal holidays observed at MTVAHCS and all associated clinic locations:

NOTE: if a holiday falls on a Saturday, it is observed on Friday. If a holiday falls on Sunday, it is observed on Monday.

7.8 Job (Price Schedule): The per job rate encompasses pick-up and/or delivery into the unit price. This rate includes storage, staff, and any other elements to be considered when providing services for minor, moderate, and major-type equipment. The unit price per job should be inclusive of everything required to complete the job. Mileage shall be priced separately.

7.9 Major-type Equipment: Delivery and set-up of major-type equipment includes, but is not limited to, vertical platform lifts, stair glides, and vehicle lifts, and ramps.

7.10 Moderate-type Equipment: Delivery and set-up of moderate-type equipment includes, but is not limited to, standard hospital beds with half/full rails, bariatric and specialty beds, mattresses, trapezes, scooters, transfer poles, and power wheelchairs.

7.11 Minor-type Equipment: Delivery and set-up of minor-type equipment includes, but is not limited to, transfer chairs, bedside commodes, over bed tables, scooters, and toilet risers.

7.12 One Trip: One trip is defined as picking up equipment from the Contractor’s storage facility, delivering it to the Veteran’s place of residence or VA facility and returning to the Contractor’s facility; or picking up equipment from the Veteran’s residence or VA facility and taking it back to storage and returning to the Contractor’s facility.

7.13 Qualified Personnel: An individual trained by the Contractor in the assembly and function of durable medical equipment. Trained/certified in manufacturer’s standards for mobility devices.

7.14 Quality Assurance Surveillance Plan: developed by the VA, this plan is used to monitor a performance-based contract. This plan assists the VA in monitoring Contractor’s performance in accordance with the contract terms and conditions.

7.15 Quality Control Program: developed by the Contractor, this plan is how the Contractor will demonstrate their internal procedures for ensuring the necessary required level of quality control procedures for the contract.

7.16 Refusal of Service: The Veteran has the right to refuse the equipment or to have the equipment removed from his/her home.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if…