36C26323Q0260.docx

36C26323Q0260

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C26323Q0260 01-27-2023 Pamela Phillips 612-467-2300 02-10-2023

2:00 PM

MST

36C568 Department of Veterans Affairs VA Black Hills HCS Fort Meade Campus 113 Comanche Rd.

Fort Meade SD 57741 X X 621610 $16.5 Million N/A X 36C618 Department of Veterans Affairs VA Minneapolis Health Care System One Veterans Drive Minneapolis MN 55417 Department of Veterans Affairs VA Black Hills HCS Fort Meade Campus 113 Comanche Rd.

Fort Meade SD 57741

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Important notice to Offerors:

Review and follow INSTRUCTIONS TO OFFERORS in Clause 52.212-1 Addendum.

A Business Associate Agreement (BAA) will be required at time of award of a contract.

SAM UEI#________________________________

Wage determination attachment provided is for reference purposes only.

***Submit any written questions via e-mail - no telephonic questions will be accepted. Responses to questions pertaining to this solicitation will be provided through February 7, 2023 only.

See CONTINUATION Page N/A X X X Pamela Phillips Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C263 Pamela Phillips Department of Veterans Affairs VA Black Hills HCS Fort Meade Campus 113 Comanche Rd.

Fort Meade SD 57741

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

36C26323Q0260

Page 1 of Page 1 of

PRICE/DELIVERY SCHEDULE

BASE YEAR: March 1, 2023 through February 29, 2024 Entire Service Area including: Minneapolis and St. Cloud, MN

ITEM 1

CLIN

15 Minute Intervals

Total Estimated Amount

Option Year #1: March 1, 2024 through February 28, 2025 Entire Service Area including: Minneapolis and St. Cloud, MN

ITEM

CLIN

Total Estimated Amount

Option Year #2: March 1, 2025 through February 28, 2026

ITEM

CLIN

Total Estimated Amount

Option Year #3: March 1, 2026 through February 28, 2027

ITEM 4

CLIN

Total Estimated Amount

Option Year #4: March 1, 2027 through February 29, 2028

ITEM

CLIN

Total Estimated Amount

Bid Totals (Base + 4 Option Years)

GRAND TOTAL $__________

STATEMENT OF WORK

1. BACKGROUND:

The Veterans Affairs Minneapolis/St. Cloud Health Care System (MVAHCS) has a requirement to provide all necessary labor, facilities, pick-up and delivery services, set-up and disassembly, repairs, storage, inventory management of VA-Owned Durable Medical Equipment/Accessories (DME) for VA Minneapolis and St. Cloud Medical Center beneficiaries, in accordance with all terms, conditions, provisions, specifications, and schedule of this solicitation.

2. SCOPE OF WORK: The Contractor shall provide delivery and pick-up, receiving, storage, set-up, assembly, take-down, disassembly, installation, instructions, sanitizing, repair, and maintenance of VA owned DME to eligible VA beneficiaries as required by the VA. Services provided shall be all inclusive of deliveries and transportation to include set-up/delivery of equipment, safety inspections, and in-service training for beneficiaries to include patient education. In accordance with sound industry practice, and the terms and conditions of the contract, the Contractor shall be responsible for the proper care, maintenance, and use of Government-owned DME in its possession or control from the time of receipt until properly relieved of responsibility. The removal of Government-owned DME to storage, or its contemplated transfer, does not relieve the Contractor's responsibility.

3. DEFINITIONS: anything the vendor/CO/COR may not understand

3.1. VA Medical Center – The Minneapolis or St. Cloud VA Healthcare System and/or the Prosthetics Treatment Center located within the Minneapolis VA Medical Center or St. Cloud VA Medical Center

3.2. Metro area – Minneapolis and St. Paul proper as well as the surrounding counties to include Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington counties

3.3. St. Cloud Catchment area – St. Cloud proper and communities to which the St. Cloud VA provides service

4. CONTRACTOR REQUIREMENTS:

4.1. Time Frame for Delivery and Installation Services: Contractor shall pick up, repair, or deliver an item or items within three working days (72 hours) from receipt of notification from the Program Manager, Prosthetics and Sensory Aids Service (PSAS), Contracting Officers Technical Representative (COTR) or designee. Contractor shall pick up or deliver an item within six (6) hours within the metro area or within twelve (12) hours outside of the metro area when an emergency service is specified by the PSAS or COTR. If a situation arises where the delivery cannot be scheduled within three working days after notification, the initiator of the VA delivery order shall be contacted immediately.

4.2. Service Area: Area of responsibility/jurisdiction for Minneapolis VAMC/St. Cloud VAMC is the entire State of Minnesota excluding the counties of: Becker, Beltrami, Clay, Clearwater, Cottonwood, Jackson, Kittson, Lac Qui Parle, Lake of the Woods, Lincoln, Lyon, Mahnomen, Marshall, Martin, Murray, Nobles, Norman, Ottertail, Pennington, Pipestone, Polk, Red Lake, Rock, Roseau, Wilkin, and Yellow Medicine. Included are the following counties of the State of Wisconsin: Barron, Bayfield, Buffalo, Burnett, Chippewa, Douglas, Dunn, Eau Claire, Pepin, Pierce, Polk, Rusk, Sawyer, St. Croix, Trempealeau, and Washburn. Also included are the following counties of the State of Iowa: Winnebago and Worth.

4.3. Joint Commission Accreditation: Contractor must be Joint Commission accredited or be accredited by an equivalent national organization and provide documentation of meeting the Joint Commission standards. The contractor must maintain accreditation and meet all standards of accreditation throughout the entire contract period. Failure to maintain Joint Commission Accreditation or equivalent standard may be grounds for termination of this contract. The contractor will be asked to submit a completed Periodic Performance Review (documentation of meeting Joint Commission standards) annually--90 days prior to the end of the contract period.

4.4. Branches/Agents: If the bidder maintains branches and/or agents through whom business may be transacted, they must submit a list thereof with the bid. If awarded a contract, they must transmit all information concerning the agreement between such branches and/or agents authorizing and instructing them to furnish supplies and/or services covered.

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

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

4.7. Equipment and Supplies: VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up, as needed. VA-owned equipment may be delivered directly to the contractor’s warehouse from suppliers or picked up from the VA location as directed by the COTR. The Contractor will be expected to provide service for other items which may not be on the list, but which are similar in nature to those listed below:

· bed, manual

· bed, electric, adjustable

· mattress, hospital type

· trapeze assembly

· over-bed tables

· lift, transfer patient

· bench, bath

· chair, commode and shower

· manual wheelchair

· power wheelchair

· scooters

· ramps, portable

· pneumatic compression devices

4.8. Period of Performance: The contract effective period shall be for a one (1) year.

4.9. Normal Delivery or Pick-Up Area: For the purpose of this contract, normal delivery or pick-up area is considered to be the metro area of Minneapolis and St. Paul consisting of the following Minnesota counties: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington and the St. Cloud VA catchment area.

Transfer of equipment for storage between the VA Medical Center campus and Contractor's facility is at no additional charge to the Government.

Quantities shown in the Schedule of Items are estimated. The VA Medical Center makes no commitment concerning the minimum amount of delivery service, which will be required of the Contractor. The number of services requested from the Contractor will be determined solely by the VA Medical Center.

5. DIRECT DELIVERY TO CONTRACTOR:

The VA will purchase DME and/or parts for repairs for drop-shipment directly to the DME Contractor for storage. It is the Contractor’s responsibility to: 1) properly receive DME, 2) check for damage before accepting receipt from shipper, 3) document receipt, 4) tag appropriately as Government-owned DME, 5) place in storage area, 6) immediately MAIL and FAX shipping documents along with purchase order information and acceptance certification to the COTR. The Contractor may provide acceptance certification on the packing list/shipping document provided by the supplier. All invoices, receiving documents, and acceptance certification shall be forwarded to the COTR within five (5) calendar days of receipt of DME/parts.

In the event overages, shortages, or damages are discovered upon receipt of Government-owned DME and/or spare parts, the Contractor shall provide a statement of the condition and apparent causes to the COTR immediately, no later than twenty-four (24) hours after occurrence. Only the quantity received shall be recorded in the official records.

Upon receipt of DME by drop shipment the Contractor shall record DME information in the inventory control record.

6. RATES:

6.1. Rates are inclusive of vehicle(s), and the services of qualified driver(s). Also included is storage, set-up, sanitizing of equipment and any other services called for by this solicitation except repairs.

6.2. Payments for the Metro area and St. Cloud catchment area trips will be computed as follows:

6.2.1. The basic rate for trips within these areas will apply plus;

6.2.2. Mileage will be charged from originating VA facility to the delivery point or from the Contractor facility to the delivery point

6.2.3. Payments for trips beyond the Metro area or outside the St. Cloud VA catchment area will be limited to "one way only" or to "loaded" miles. For example, Contractor will charge for mileage from departure of Contractor facility to drop-off of DME. Mileage will not be charged for return trip.

6.2.4. Google Maps will be used to measure miles, and;

6.2.5. More than one delivery and set-up or pick-up of beneficiary items from a second Veteran’s residence, when such service is made during the performance of a service covered in the price schedule, mileage may only be claimed for the longest distance over which a single delivery is made plus the contractor may charge the basic charge for delivery and set-up at 1(a) rate plus mileage between the Veteran’s residences. Contractor must ensure that the pick-ups and deliveries are scheduled so that the total distance traveled will result in the most economical charge to the Government.

6.2.6. When delivery/pick-up is at the same residence, the Contractor will charge a single fee.

6.3. If the Contractor's place of business is located beyond the local telephone call zone of the hospital, the Contractor agrees to accept telephone orders for service on a collect basis unless a toll-free number can be furnished (1-800-etc.). In addition, the Contractor agrees not to place collect telephone calls to the VA Medical Center or to any VA beneficiary.

7. STORAGE FACILITY:

Contractor shall provide a clean, pest/rodent free, secure, contained area, with approximately 3000 square feet of space, for the storage of the miscellaneous Government-owned supplies and equipment covered under this contract. Storage area must conform to all applicable State, Local and National Fire Protection Association (NFPA) Codes. In addition, the storage area must meet all State requirements for insurance.

7.1. Contractor shall provide 3000 square feet of contiguous space for the storage of VA owned equipment and/or supplies.

7.2. Contractor shall provide the Chief of PSAS, COTR or designee unannounced access to the office and storage area Monday through Saturday between the hours of 8:00 am and 4:30 pm, and within two (2) hours’ notice on a twenty-four (24) hour basis for emergency access.

7.3. The Contractor shall provide a clean, separate, and secured area for all VA owned equipment. The storage area must be adequately equipped with industrial shelves and bins to properly accommodate the items being stored and use the space most efficiently. Oversized boxes or containers shall not be stored on the floor, but on raised pallets and/or platforms. The storage area must be climate controlled, no lower than 50 degrees and no higher than 90 degrees Fahrenheit, with adequate ventilation/air circulation to protect DME from deterioration from dust, moisture/humidity, and extreme temperatures. DME shall be stored in an orderly manner to allow for immediate access to all items and to its component parts.

7.4. Before being placed in storage all reclaimed equipment shall be checked for proper operation, serviceability, safety and will be thoroughly cleaned, disinfected, sanitized, and protectively wrapped in plastic. Cleaning, disinfecting, sanitizing shall be by steam cleaning and/or other industry-approved methods to include hospital grade disinfectants recommended by the manufacturer specifications. The Center for Disease Control (CDC) guidelines shall be followed for cleaning equipment recovered from all patients. The Contractor shall provide a written policy and procedure statement for cleaning/disinfecting VA owned equipment and a complete listing of chemicals, with a Material Safety Data Sheet (MSDS) to this facility for approval by the Infection Control staff prior to starting any work under this contract.

7.5. The storage facility must meet current city/county building codes for the area in which it is located. A copy of initial and any subsequent inspections shall be provided to the VAMC on initiation of this contract and posted in a conspicuous area in the building.

7.6. Reclaimed or returned mattresses, disposable equipment, open cartons of expendable medical supplies will not be stored but shall be disposed of by the contractor in accordance with all government, state, and local laws at no cost to the government. A detailed list of disposed equipment/supplies shall be submitted monthly and reviewed and signed by the COTR before disposition can occur. A separate file shall be maintained by the contractor for all actions involving disposition of VA equipment and be available for review at any time.

8. PERSONNEL:

8.1. A record of each employee's qualifications, character, and competent and capable of performing the duties required shall be maintained at the Contractor's establishment and made available for inspection upon request by the Contracting Officer or Representative. Personnel must submit to drug testing and background check – details? Does the vendor need to drug test their employees?

8.2. The prices in the Schedule of Items include the services of a qualified driver.

8.3. Employees of the contractor performing driving services for the Department of Veterans Affairs beneficiaries under this contract must have a current license from the Minnesota Department of Transportation.

8.4. The driver must be industry knowledgeable in the following elements:

8.4.1. Set-up and operation of inventory equipment.

8.4.2. Ability to give clear and concise instructions on maintenance and operation of equipment to Veteran beneficiaries and concerned persons.

8.5. Drivers shall possess all necessary licenses and/or permits to perform work under this contract.

8.6. Drivers need not be qualified in care/treatment of Veteran illness

8.7. Drivers shall be dressed in company uniforms that are neat and clean, presenting a well-groomed professional appearance.

8.8. Contractor personnel shall have visible picture identification bearing the company name and the employee's name.

9. VEHICLE(S):

9.1. Transportation will be in vehicles that are weather tight, clean, insured and can be securely locked. Vehicles will be locked when unattended.

9.2. Each offeror must submit with their bid a listing fully describing the vehicle(s), make, model, license number and year, motor number, DOT number and company ID number which he/she agrees to furnish under this proposal; include the location and telephone numbers of their establishment where calls are received, and vehicle(s) are immediately available for dispatch. This documentation must contain information as to the metering devices or methods Bidder will use in determining mileage. The Contracting Officer will be notified in writing of any equipment added after award to contract.

9.3. Offeror must furnish in the space provided below, all vehicle(s) to be used in performance of said contract, to include make, model, license number and year, motor number, DOT number and company ID number:

MAKE/MODEL LICENSE NO/YEAR MOTOR NUMBER DOT NUMBER COMPANY ID NUMBER

9.4. All vehicles used in the performance of services under the contract shall be clearly marked with company identification. The Contractor shall ensure that all vehicles meet Local, State and Federal codes and maintain motor vehicle Liability Insurance in accordance with the laws of the State of Minnesota, as appropriate.

10. REQUESTS FOR SERVICE AND CHANGES TO SERVICE:

Request for delivery service will be made by Purchase Order sent to Vendor via RightFax, email or telephone by the requesting VA’s Purchase Agent or designee. Changes to delivery service will be communicated by the vendor to the Contracting Officer’s Representative or designee via telephone during normal business hours.

11. HOURS OF SERVICE:

11.1. Contractor must provide service seven (7) days a week including Federal Holidays, twenty-four (24) hours per day, for the term of this contract. Most requests for service will be between the hours of 8:00 A.M. and 5:00 P.M., Monday through Friday. The Contractor must provide the VA Medical Center with a method of contacting them twenty-four (24) hours per day. Contractor must arrange with individual Veterans regarding time and place of delivery that are acceptable to the Veteran.

11.2. Federal Holidays are: New Year's Day; Martin Luther King, Jr. Day; President’s Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Indigenous People’s Day; Veterans Day; Thanksgiving Day; and Christmas Day. Federal Holidays are also listed on the following website: http://www.opm.gov/fedhol/. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.

An adhesive label (furnished by the VA Prosthetic and Sensory Aids Service) with the VA Prosthetic and Sensory Aids Service name and telephone number will be placed on the equipment in an obvious location so that the patient and/or caregiver will know where to call to report emergency malfunctions.

Offeror to list person to be contacted for expediting orders:

COMPANY:________________________________________________________

NAME:___________________________ TITLE:_________________________

ADDRESS:________________________________________________________

CITY:___________________________ STATE:__________ ZIP:__________

TELEPHONE NUMBER: ( )- (24-hour service)

12. ORDERS PLACED BY THE VA MEDICAL CENTER:

12.1. Orders will be delivered/picked-up within seventy-two (72) hours from notification by VA, unless otherwise approved by the VA Medical Center or if Veteran asks for additional time.

12.2. Immediately after contract award, the contractor shall provide to the COTR a 24-hour emergency point of contact to include telephone, facsimile and cellular/page number.

12.3. The contractor shall notify the COTR or designee within 1 hour in the event of a disaster, natural or otherwise, that may affect the services covered under this contract.

13. EMERGENCY ORDERS PLACED BY THE VA MEDICAL CENTER:

13.1. Emergency deliveries must be made within six (6) hours in the metro area or St. Could VA catchment area and twelve (12) hours outside the metro area or St. Cloud VA catchment area after receipt of the order.

13.2. The Contracting Officer or the Contracting Officer's Technical Representative (COTR) must be notified of any delivery not made within the times specified.

13.3. If the contractor fails to furnish delivery service within specified parameters after receiving a request for an order, the VA Medical Center reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result therefrom. The VA Medical Center will be the sole judge in determining when to order service from another source.

13.4. Contractor will not subcontract services, except for ground transport (i.e., UPS or Greyhound) service for delivery of small items, with payment for said services using the actual invoice from subcontractor.

14. INVENTORY/QUALITY CONTROL:

14.1. Upon commencement of this contract, an inventory will be conducted jointly by the Contracting Officer's Technical Representative (COTR) and the Contractor and signed by both parties. This inventory will include items, conditions thereof and the approximate total value. Contractor shall establish and maintain a system of control to protect and preserve all Government property. The Contractor must have established written procedures to deliver, recover, receive, clean and, when appropriate, sterilize reusable items. Such procedures must address the separation of clean and unclean equipment in the storage, delivery, and recovery of DME items. All equipment must be labeled or tagged and dated to document such procedures. Attachment number four (4) reflects the type and average quantity of items in anticipated inventory.

14.2. A bi-weekly inventory of equipment in storage will be submitted to the COTR on or before the 15th and 30th of each month. This inventory will include items, conditions thereof and the approximate total value.

14.3. The inventory record shall be accompanied by the Contractor’s certification that all DME stored in the clean storage area has been cleaned, serviced, and stored in accordance with the provisions of this contract. The contractor shall provide a listing of all inventory items awaiting repairs along with item status.

14.4. Contractor and COTR shall establish procedures to notify COTR if inventory of a particular item reaches a point that an emergency order for that item needs to be completed.

14.5. Prior to disposing of non-repairable Government-owned inventory, the Contractor shall contact the COTR for concurrence. Contractor shall make disposition in accordance with instructions at that time at no additional cost to the Government.

15. DISCREPANCIES IN INVENTORY:

Discrepancies of inventory shall be investigated by the Contractor and a written explanation provided to the COTR via FAX as noted above. Resolution of discrepancies must be completed before the next inventory reporting period.

16. INVENTORIES UPON TERMINATION OR COMPLETION:

Immediately upon termination or completion of the contract, the Contractor shall perform a physical inventory of all Government-owned DME applicable to the contract and provide the COTR with the Inventory Control Record document within seventy-two (72) hours after termination or completion.

17. EQUIPMENT MAINTENANCE/REPAIR/CLEANING

DME equipment stored under the provisions of this contract shall be placed in first class working condition, to include: performance of minor repairs, adjustments, thorough cleaning, sanitizing and protective wrapping in plastic prior to storage in the non-contaminated equipment storage area. All stored equipment shall be labeled, to include name of Veteran to whom it was issued prior to being picked-up and stored by the contractor and the date it was inspected, cleaned, and placed in storage.

17.1. The Contractor shall have a separate, designated contaminated equipment area both in the vehicle and the building for temporary storage, inspection, cleaning, and disinfecting of all reclaimed durable medical equipment.

17.2. The Contractor shall provide a written protocol as to how personnel shall exercise necessary precautions when handling all durable medical equipment, which has not been cleaned, and sanitized/disinfected.

17.3. The Contractor shall be responsible for the minor spot painting of small areas of chipped paint or rust spots on reclaimed equipment to be placed in storage. Any rust spots shall be wire brushed prior to spot cleaning.

17.4. All equipment will be sanitized with a solution of 1-10 household bleach upon arrival at the storage facility. Cleaning is preliminary to disinfecting. The manual process usually involves surface cleaning to remove gross soil from the object and reduce the number of microorganisms from the object to a level, which is considered safe for human use. This disinfecting/sanitation is in accordance with the Minneapolis VA Medical Center, Section IV Exposure Control Plan, Infection Control Manual (August 25, 1992) with incorporation of Title 29 Code of Federal Regulations, Part 1910 as amended (Federal Register dated Friday, December 6, 1991).

17.5. Returned equipment shall be cleaned and thoroughly rinsed and dried to prevent corrosion/rusting before reissue in accordance with paragraph (d) above and with the general principles of equipment decontamination as follows:

17.5.1. The single most important procedure for good infection control and prevention of cross-contamination is the removal of all visible soil and proper application of disinfectant.

17.5.2. Hand-wash equipment starting at the top and working down. Use a brush to reach all crevices. Hand-wipe with damp cloth electrical cords, coil and secure with a binder. Wash casters and wheels last.

17.5.3. Always rinse rag in disinfectant solution between use on pieces of equipment.

17.5.4. Apply good aseptic technique when turning an object over to clean the other side. Wipe work surface with disinfectant solution before turning the item over to be cleaned. Apply enough solution to be damp but not saturated.

17.5.5. All equipment and parts will be maintained in separate locations denoting "clean/ready-to-use" and "contaminated/awaiting proper cleansing procedures".

17.5.6. If contaminated equipment is placed in the same vehicle, it must be separated from clean to avoid cross contamination (i.e., curtain in vehicle or wall).

17.6. Equipment returned will be inspected and placed in operating condition for reissue according to manufacturer's instructions. All equipment is checked to ensure that it functions correctly prior to reissue and then covered with a clean dust cover during storage.

17.7. It will be necessary for the Contractor to maintain enough repair and/or replacement parts on hand to assure prompt and expeditious repairs. Before any repairs are made, the Contractor agrees to submit an estimate (verbal or written) for charges to the COTR so that a separate order can be issued. The estimate must include the name and social security number of the last Veteran to use the equipment and a reasonable price quote for the repairs. Offerors are to provide information regarding method of estimating cost of repair. For example, cost of repair will be cost of repair part plus labor charge.

17.8. All accidents, malfunctions, injuries, deaths, and equipment recalls related to the provision, delivery and use of DME will be reported to the Contracting Officer or COTR. The Contractor will check the adequacy of the electrical outlets in the patient's home. If the outlets are not grounded, a 3-prong plug will be provided/installed by the Contractor. Unsafe electrical conditions will be immediately reported to the COTR. (Standard Operating Procedure Electrical Safety Inspection.)

17.9. Upon completion of delivery and set-up service, a manufacturer’s instruction booklet will be furnished the client, and on recovery of the equipment the Contractor will retrieve all the information booklets and manufacturers notes from the client. The Contractor shall submit written proof of delivery to the COTR (See Attachments). The Contractor will provide instructions to the patient and/or caregiver on the safe and appropriate use of the medical equipment being supplied (Handouts will be provided by the VA Prosthetics and Sensory Aid Service). Contractor will also include verbal discussion on the storage and handling of the involved equipment, required maintenance, electrical safety, etc.

17.10. In all cases when a bed is the item to be reissued, a new/used mattress will be provided by the VA Medical Center to the Contractor or issued from the Contractor's stock. When a serviceable used mattress is provided by the Contractor, it will be sanitized in accordance with any government requirement for such items. The Contractor will provide mattress covers on delivery of hospital mattresses (covers to be furnished by the Contractor). Contractor on initial delivery of the mattress will provide the mattress cover. Should a replacement mattress cover be required VA will purchase from the contractor. The used mattress will also be checked for the following: Broken springs; Sagging springs; Torn vinyl cover.

If any of the above are found to be present, the mattress will be discarded according to the COTR's direction. The cost for this service will be done by the Contractor at no extra charge to the Government.

17.11. Approval by the COTR is required before any permanent installation is made of any equipment to wall, ceilings, floors, etc. at the Veteran's premises. This service will be billed as a separate charge after issue of a separate order.

17.12. Maintenance will be done in accordance with manufacturer's instructions by qualified personnel. The Contractor will comply with universal precautions in the cleansing of recovered DME as required by VA in the recovery, delivery, and storage process, i.e., Contractor will wash in detergent/disinfectant solution/hospital grade, label with tag indicating date of cleaning, return for storage in a non-contaminated storage area for future re-issuance.

17.13. Contractor will provide and document appropriate orientation programs for all employees involved in the delivery/recovery of DME, e.g., safety and equipment management appropriate to the service provided, electrical requirements, back-up system, equipment safety checks, troubleshooting, equipment set-up, infection control procedures, patient confidentiality, handling emergencies, etc.

17.14. The Contractor must have established written procedures to deliver, recover, receive, clean and when appropriate, sterilize reusable items. Such procedures must address the separation of clean and unclean equipment in the storage, delivery, and recovery of DME items. All equipment must be labeled or tagged and dated to document such procedures.

18. MATERIAL SECURITY:

18.1. The Contractor shall be responsible for the security of the entire inventory received from the VA Medical Center. Loss, misuse, or destruction of any materials issued to the Contractor shall subject the Contractor to a Damages Claim equal to the full cost of repair or replacement by the VA Medical Center in accordance with the default provisions as is included in Section I of this solicitation.

18.2. The Contractor will assure that adequate security of material received from the VA Medical Center is in compliance with the Privacy Act of 1974. As a minimum, security will consist of but are not limited to the methods discussed as follows:

18.2.1. Conduct reasonable screening of employees so that the workforce consists of responsible, qualified, and trustworthy personnel.

18.2.2. Develop and maintain current access list of personnel who are authorized to enter those areas where Veterans Administration inventory is stored and/or processed.

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

18.2.4. Develop and ensure the use of positive control systems by use of logs or other recording devices listing manufacturer, make, model number, and/or serial number (if applicable). Their use will begin when inventory is received at the Contractor facility and will continue until the inventory is returned to the Government or issued to a Veteran. Positive signature control will be maintained at all steps of the process by the Contractor.

18.3. All rooms and areas of the Contractor facility where VA Medical Center data and/or inventory is stored or processed will be capable of being securely locked.

18.4. All VA Medical Center inventory will be secured inside these locked areas, and outside of normal business hours will be secured within appropriate containers/areas. A system will be developed to ensure that these areas are locked after normal business hours. Such a system could be a checklist countersigned by the Contractors employees.

18.5. All containers where VA Medical Center data/inventory is stored will be securely locked. The Contractor will develop a system of procedures to ensure containers are locked outside of normal business hours.

18.6. The Contractor will ensure that VA Medical Center inventory is never commingled in any way with inventory for another agency or corporation.

18.7. Any instances of possible breakdowns of security procedures will be immediately reported to the VA Medical Center.

18.8. Contractor will transact business only with the appropriate offices of the VA Medical Center, and under no circumstance deal directly with, or solicit from, beneficiaries of the VA. Contractor is to contact a beneficiary only for delivery and/or pick-up arrangements as ordered by the COTR.

18.9. Contractor agrees to maintain individual records on each Veteran, which is to include name, social security number, item received, delivery date, pick-up date, and repairs. Upon completion of the contract, Contractor shall turn over all records to the COTR.

19. INSPECTION:

The right is reserved to thoroughly inspect and investigate the establishment facilities(s), vehicle(s), business reputation and past performance history and other qualifications of any Offeror and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essentials necessary to assure acceptable standards of performance.

Inspection by the VA Inspection Team and/or Safety Engineer, or JCAHO may be made of the establishment facilities, to assess vehicles/equipment, maintenance records of vehicles/equipment, compliance with contract requirements, and record keeping at any time during the term of the contract.

20. METRIC PRODUCTS:

Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard Number 376, and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request shall be made to the contracting officer to determine if the product is acceptable. The contracting officer, in concert with the COTR, will accept or reject the product.

21. AVAILABILITY OF FUNDS:

Any or all commitment(s) made by the Government under this contract is (are) subject to the availability of funds for Fiscal Years 2023, 2024, 2025, 2026, and 2027. The Contractor will not perform any service after September 30th of each year unless so instructed, in writing, by the Contracting Officer. VA will be the sole judge as to whether a contract will be renewed, based on the determination of need. This contract may be renewed for four additional one-year periods in accordance with clause 52.217-9, Option to Extend the Term of the Contract at the prices stated in the contract. The VA also reserves the right to let this contract expire and issue a new RFQ if doing so is determined to be in the best interest of the government.

22. Under this contract, unless otherwise delegated in writing to the COTR, the contracting officer is the only person authorized to approve changes or modify any of the…