36C77623R0021_1.pdf

FAR Number Title Date

852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION

OCT 2018

PAGE 1 OF1. 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

36C77623R0021 10-20-2023

Lenny Flagg, Contract Specialist 11-20-2023

13:00 EST

36C776 Department of Veterans Affairs Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

X 100

X

339113

800 Employees

N/A

X

Multiple locations please see attachment 1: Facility Locations

00076

Department of Veterans Affairs Department of Veterans Affairs

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

VAFSC

Financial Services Center Invoices to be Submitted Electronically https://www.fsc.va.gov/einvoice.asp e-Invoice Setup Info Phone 877-489-6135

877-353-9791 512-460-5429

See CONTINUATION Page

Contractor shall provide aluminum modular ramps and associated services for VISNs 9, 10, 12, 15, 16 and 23.

This requirement is being procured in accordance with FAR Part 12 Acquisition of Commercial Items and FAR 15 Contracting by Negotiation.

Refer to Section E.1 Instructions of Offerors for how to submit a proper proposal.

Questions concerning the solicitation are due by 10:00 a.m.

Eastern Standard Time, Monday, October 30, 2023.

All questions shall be submitted via email directly to Lenny.Flagg@va.gov and Stephanie.Pascale@va.gov.

Reference RFP 36C77623R0021 Modular Ramps in the subject of your email.

See CONTINUATION Page

X

X 1

Stephanie Pascale

36C77623R0021

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 KEY MANUFACTURER

B.2 CONTRACT ADMINISTRATION DATA

B.3 STATEMENT OF WORK

B.4 SCHEDULE OF ITEMS DESCRIPTION

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.219-8 UTILIZATION OF SMALL BUSINESS CONCERNS (OCT 2022)

C.6 52.216-32 TASK-ORDER AND DELIVERY-ORDER OMBUDSMAN (SEP 2019) ...35

C.7 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.8 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.10 VAAR 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023)

(DEVIATION)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)..41

C.12 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.14 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.15 VAAR 852.216-72 PROPORTIONAL ECONOMIC PRICE ADJUSTMENT OF

CONTRACT PRICE(S) BASED ON A PRICE INDEX (MAR 2018)

C.17 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, , AND

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.207-6 SOLICITATION OF OFFERS FROM SMALL BUSINESS CONCERNS

AND SMALL BUSINESS TEAMING ARRANGEMENTS OR JOINT VENTURES

(MULTIPLE-AWARD CONTRACTS) (DEC 2022)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 KEY MANUFACTURER

1) The Contractor shall assign to this IDIQ contract the following key manufacturer:

a. __________________________

2) The contractor shall use this manufacturer as identified in its proposal during the performance of the contract. If the contractor elects to change the manufacturer during any period in the contract, the contractor shall request approval from the Contracting Officer thirty (30) days prior to the change. Requests for approval of any changes shall be in writing with a detailed explanation of the circumstances necessitating the change. The request must contain a formal signed commitment letter between the new small business manufacturer and contractor and information detailing the new small business ramp manufacturer’s compliance with the SOW.

3) A new small business manufacturer must have five (5) years of experience in manufacturing the modular ramp components. The Contracting Officer will evaluate the request and notify the contractor whether the requested change is acceptable to the Government. The contractor shall not replace or announce any such change to the manufacturer without the written consent of the Contracting Officer. The contract will be modified to add or delete the manufacturer as necessary to reflect the agreement of the parties.

B.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C776

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

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

X 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or X 52.232-36, Payment by Third Party

3. ORDERING PROCEDURES:

i. Ordering officers (OOs) will be authorized to place orders against this contract. The Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum upon issuance of the contract. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in loss of payment for supplies/services provided under such orders.

ii. All delivery or task orders are subject to the terms and conditions of this Contract. Orders shall be placed against this Contract via e-mail, Electronic Data Interchange (EDI) or facsimile.

iii. The Contractor shall have the capability to receive orders by facsimile transmission located in a secure location not open to the public or electronic transmission via encrypted e-mail. The Contractor must have the capacity to utilize encrypted e-mail on its computer system for electronic communication of orders and patient information to and from VA ordering staff. The fax machine shall be independent from the Contractor’s established phone line and be able to accept faxed orders. The Contractor shall maintain a log of all work transmitted via fax, computer, and telephone. Mailing orders will only be used in the event of emergency due to power outages affecting fax or email capabilities.

In the event orders are sent via facsimile, the Contractor will provide encrypted email confirmation to the applicable Ordering Officers containing a summary of purchase orders received by close of business each day.

iv. Once the VHA Prosthetic and Sensory Aids Service (PSAS) employee has accepted the contractor’s quote, the quote information shall be passed to a Contracting Officer or authorized Ordering Officer to place the delivery order. A delivery order for the equipment and installation will be faxed or encrypted emailed to the Contractor. The Contractor shall acknowledge receipt of the delivery order, which will start the Ramp Installation procedure. Under no circumstances shall the Contractor begin production, shipping, or installation without having a valid, signed delivery order/purchase order from the Contracting Officer or authorized Ordering Officer. A VHA Contracting Officer or authorized Ordering Officer is the only person who can authorize a job to begin.

4. ELECTRONIC DATA INTERCHANGE (EDI):

Prior to the effective date of award, the contractor shall provide its own EDI ENSI X12 v5010 hardware and software necessary to receive and transmit all functions required. Upon award, the Contracting Officer will provide the contractor with a Finance Service Center (FSC) point of contract; FSC will connect the software to FSC systems so both systems are utilized in tandem. The contractor must be capable of and experienced with transmitting/accepting EDI ANSI X12 v5010 transaction sets 850, 855, 856 and 810, at time of proposal submission. The contractor shall have EDI interface capabilities to process EDI orders and acknowledge orders in accordance with ANSI ASC X.12M Supply Chain Standard Transaction set:

Current Transactions:

a. 810-Invoice: This transaction set will be used by the contractor to invoice for products delivered.

Specific formatting instructions for the EDI 810 will be provided by the FSC in an implementation guide.

b. 842-Invoice Status: This is an optional transaction set available to the contractor which will provide an electronic communication from the FSC to the contractor upon changes or updates to the status of a submitted invoice. Specific formatting instructions for the EDI 842 will be provided by the FSC in an implementation guide.

c. 850- Purchase order: This transaction set will go from FSC to the contractor and will be used by the ordering facility to place electronic orders. Specific formatting instruction for EDI 850 will be provided by FSC in an implementation guide

d. 855-Purchase Order Acknowledgement: This transaction set will be sent from the contractor to the FSC and will be used to confirm the order. Specific formatting instructions for EDI 855 will be provided by FSC in an implementation guide.

e. 856-Advance Ship Notice: This transaction set will be sent from the contractor to FSC and will be generated by the contractor at the “pick and pack” stage of the shipment process to provide accurate shipping information to the ordering facility. FSC will forward this transaction to the customer. Specific formatting instructions for EDI 856 will be provided by FSC in an implementation guide.

5. ACCEPTANCE OF GOVERNMENT PURCHASE CARD: Government Purchase Card is the preferred method of payment. As a result, the Contractor shall be able to accept the Government Purchase Card VISA Level II for payment. The Contractor shall accept electronic copies of Purchase Orders and have a secure facsimile line to protect the Patient Identifiable Information (PII) or Patient Health Information (PHI). The Contractor must have Class II Visa Software to be compatible with VA billing requirements for all credit card payments. The contractor’s invoices shall be on letter head and indicate:

a. The contract number and purchase order number

b. Veteran’s last name and first initial and last four digits of social security number

c. Date service was requested

d. Completion date of service

e. Details of work accomplished

f. Total cost of service

g. Signed Statement of Acceptance and understanding by the Veteran beneficiary/landlord

h. Colored pictures of final installation

5. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other (monthly) []

Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

1. Date of order

2. Contract Number and Order Number

3. Accurate Purchase Order Number

4. Tray Number, Description, Quantity, Unit Price and Total Amount

5. Place of Delivery or Performance

6. 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.

NOTE: Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.

7. FEDERAL PRIVACY AND CONFIDENTIALITY STATUTES: The Contractor shall comply with the requirements of all Federal Privacy and Confidentiality Statutes. The Contractor shall be given patient information that may include patient’s name, place of residence address, telephone number, and social security number. Patient information is confidential and is protected under the Privacy Act of 1974, and the Healthcare Insurance and Portability and Accountability Act of 1996 (HIPAA). See FAR 52.224-1 and 52.224-2. Any individual making unauthorized disclosure may be criminally liable for violations under the Acts. The Contractor shall not use or further disclose patient information in a manner than would violate the Federal privacy and confidentiality statutes. Confidentiality, security and integrity of data shall be maintained at all times.

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

AMENDMENT NO DATE

B.3 STATEMENT OF WORK

The Department of Veterans Affairs (VA), Veteran Integrated Service Networks (VISNs 9,10,12,15,16 and 23) has an ongoing requirement to furnish aluminum modular ramp systems and associated services for veteran beneficiaries served by participating VA Medical Centers and Community Based Outpatient Clinics (CBOCs). The contractor(s) shall be responsible for providing site assessment, delivery and installation of aluminum modular ramp systems, platforms, and thresholds to Veteran beneficiaries, who are mobility challenged, cannot negotiate stairs and/or require use of a mobility device.

The contractor will utilize a single manufacturer in accordance with common industry practice to ensure consistency. All ramp systems shall be of lightweight, aluminum construction, durable, with either mesh non-slip or solid non-slip, skid-resistant surface, rust free, easily installed, and removed, compact and recyclable. All ramp systems shall be installed in accordance with all applicable Federal, State, Local codes and VHA authorization. These supplies and services shall be provided when ordered by an authorized Contracting Officer or designated VHA personnel.

Vendor must have existing presence and personnel in the entirety of the area covered in this contract to meet VA delivery time requirements for installation.

The required modular ramps are not considered real property structures and are stand-alone systems that require no construction type services or fabrication of ramps sections; the ramp systems are not alterations to real property. Therefore, this acquisition does not involve construction type services or construction wage rates for fabricating or installing the ramp systems.

1.0 Areas of Responsibility and Jurisdiction: The Contractor shall provide services within the defined awarded area of responsibility/jurisdiction to the Veteran beneficiary’s place of residence or other locations as indicated on the delivery order.

2.0 Ramp Specifications: All ramp installation shall adhere to VA and current American with Disabilities Act (ADA) standards ((https://www.ada.gov/2010ADAstandards_index.htm). In the event ADA standards cannot be met due to unforeseen circumstances, the contractor shall notify the ordering VHA Prosthetic and Sensory Aides Service (VHA PSAS employee) to request a variance. If property restrictions prohibit strict adherence to ADA ramp standards, written communication with the VHA PSAS employee will be necessary before further action will be taken.

2.1 Ramp systems shall comply with the following specifications:

a) All aluminum construction, solid or mesh ramp surface with extruded ribbed nonslip surface.

b) Standard Ramps must be of 36” and bariatric ramps must be 48” wide.

c) Threshold Ramps must be of 36” and bariatric ramps must be 48” wide.

Threshold ramps do not require handrails. Rubber thresholds are acceptable.

d) Handrail gripping surfaces with a circular cross section shall have an outside diameter of 0.95-inch (24mm) minimum and 1.55 inches (39 mm) maximum.

They must have a smooth, continuous gripping surface (rail junctions). Ramp handrails shall extend horizontally above the landing for 12 inches (305 mm) minimum beyond the top and bottom of ramp runs. Extensions shall return to a wall, guard, or the landing surface, or shall be continuous to the handrail of adjacent ramp run Contractor shall provide coated/non-coated handrail grip options. Aluminum alloy shall be of aircraft-grade construction.

e) Ramps requiring accommodation for a rise of 30” or greater will require use of balusters/guardrails.

f) Contractor shall provide certification from engineer for ramp product upon contract award, and annually thereafter.

g) Must have a ratio of incline 4.8 degrees/ 1:12 degree slope.

2.2 Considerations for grade change must be made and noted on drawings.

a) All components shall not contain exposed sharp edges.

b) Whenever possible, ramps should be designed such that no portion passes beneath the drip line of a roof to prevent accumulation of ice on the ramp surface from dripping water and damage from falling ice and snow. If it is not possible to avoid the ramp passing through the drip line, ramps will be designed to cross under the drip line of the roof at a perpendicular angle to the drip line. Any portion of the ramp that parallels the drip line must be far enough from the drip line to prevent accumulation or damage from water, ice and snow falling from the roof.

c) All inclined runs of ramp will have a minimum of three points of support separate from the other ramp structures; under or near the center and as close as is feasibly possible to the high and low end. Mechanically fastening the ends to level platforms is not considered to be supported, the tread will have its own support legs, not rely on the platform for support. The ground will serve as the support for the lowest end of the final ramp tread.

d) All inclined runs of ramps between four (4) and six (6) feet in length consisting of a single section of ramping require a single point of support positioned as close as feasibly possible to the center of the run.

e) The base footings shall be sufficient size to adhere to pavers (if applicable).

f) The contractor shall provide the paver stones if required or at VA’s request.

g) The contractor shall provide hurricane tie-downs per manufacturer engineering specifications in areas where hurricanes are possible.

2.3 Ramp landing shall comply with the following specifications:

a. Top platform is required for all rises that are greater than three (3) inches at the threshold.

b. Minimum level 4x5 landing surface at the door. Depending on the length of the ramp system, it may be necessary to position a landing midway of the configuration.

c. If there is not a paved or solid landing point a landing pad is required, a rubber landing pad may be used. This must be supported in the documentation and pictures.

d. Layouts and quotes must ensure a landing at the start of the ramp to be of the same level as the interior floor, provide a transition over the threshold to the top platform if needed. The termination point may not extend into the driveway unless otherwise required to meet ADA compliance and approved by VA.

e. Layouts and quotes must ensure a landing at the start of the ramp to be of the same level as the interior floor, provide a transition over the threshold to the top platform if needed. The termination point may not extend into the driveway unless otherwise required to meet ADA compliance and approved by VA.

f. Ramps shall land on a hard level surface (a minimum of 5’x5’) – Do not land Veteran on uneven terrain – add additional ramping as needed to allow Veteran to reach hard surface (walkway, driveway, patio area or pavers), or a vehicle to pull up to ramp for Veteran to load and unload. Final approval will be determined by VHA PSAS employee in collaboration with Physical Medicine and Rehabilitation Services (PMRS), as needed.

g. The landing clear width shall be at least as wide as the widest ramp run leading to the landing.

h. Resting platforms at 30’ of continuous ramping.

i. Change in direction platforms shall have a clear landing 60 inches (5 feet) by 60 inches (5 feet) at minimum.

3.0 Process: A Contracting Officer or authorized ordering official will place orders against the indefinite delivery vehicle. The process of providing modular ramps requires several steps to ensure an acceptable level of quality service, in addition to providing a quality product. To provide the Veterans with the modular ramp systems required, the all-inclusive process shall be as follows.

3.1 Assessment Request: The VHA PSAS employee or designee will request a site assessment to be performed via fax or encrypted email. This request will include the following:

a) Date of request

b) Name of requesting VHA PSAS employee

c) Telephone Number and email of VHA PSAS employee

d) Requesting facility name and station number

e) Veteran’s last name and last four of SSN

f) Veteran’s complete address

g) Veteran’s phone number and alternate number, if available

h) Proposed location of ramp (if known)

i) Landlord approval if residence is a rental

j) Additional notes or information as necessary

Service response time is calculated from the time the Contractor is notified of an individual requirement for services until the Contractor completes all activities at the Veteran’s place of residence (delivery and set-up, customer education/ instructions and clean-up). The Contractor shall acknowledge receipt for all assessments by secure fax or encrypted email within two (2) hours of the initial notification during ordering VA facility business hours; business hours are 8:00am through 4:30pm.

Assessments received after 2:31pm shall be acknowledged immediately the next business day.

3.2 Site Assessment: All communication with veteran beneficiary/caregiver(s) will be in accordance with section 7.1 Notification and Communication with veteran beneficiary.

a) After receiving a request for site assessment, the Contractor shall notify the Veteran beneficiary/caregiver(s) in advance to arrange a mutually agreed upon time for an appointment to conduct a site assessment for the installation of a modular or threshold ramp system at the designated location. In some instances, the Veteran may not own the property and, if known to the VA, the VA will notify the contractor prior to the assessment. In those situations, it is required that the property owner take part in the review process. The Contractor is required to have the legal property owner or authorized agent acting on behalf of the owner to sign off on the design indicating approval/disapproval.

b) A date and time will be set within a four (4) hour window for assessment and the Contractor shall indicate either a morning or afternoon arrival. The Contractor shall provide a local or toll-free phone number to the veteran beneficiary/caregiver(s) in the event that they have any questions or need to change the agreed upon appointment schedule.

c) All customary and usual means of contact will be used to communicate with veteran beneficiary or caregiver(s). If the Contractor is unable to contact the beneficiary/caregiver(s) via telephone or text within two (2) business days, the Contractor shall ask the VHA PSAS employee for assistance with contacting the Veteran beneficiary via email. If the arrival for the scheduled evaluation is delayed (or anticipated to be delayed) beyond the four (4) hour window, the Contractor shall contact the Veteran beneficiary or caregiver(s) and notify them of the delay or need to reschedule, as well as the VHA PSAS employee that initiated the assessment.

d) Upon arrival for the scheduled appointment, the Contractor shall meet with the Veteran beneficiary or caregiver(s) to determine the most appropriate location for the ramp, (if not already determined by VA) considering space requirements, topography, parking, utilities, and property lines. It is expected that submitted ramp designs will comply with ADA guidelines to the maximum extent practicable. The assessor shall also determine if any additional considerations are needed in the design to accommodate Bariatric Veterans. If the Veteran beneficiary or caregiver(s) is not at home when the Contractor arrives for the mutually agreed upon assessment the Contractor shall notify the VHA PSAS employee within 24 hours. The contractor shall make two attempts to reschedule and meet with the Veteran to complete the assessment. If the Contractor is unsuccessful in completing the assessment due to the Veteran’s unavailability, the contractor shall notify the VA for further action.

e) Once the best location has been mutually determined, the assessor will take the required measurements and digital sketch of the area being assessed. Any obstacles, landscaping, or other factors that will affect the placement of the ramp will be noted on the evaluation sketch. A digital picture will then be taken of the proposed location from a minimum of three (3) angles to show the entrance and the surrounding area where the proposed ramp will be located as well as an additional wide-angle picture of the other entrances for the home. The proposed location of all ramp components shall be demarcated using brightly colored cones, marking tape or other similar device so that the proposed locations are clearly visible in the photographs.

f) The assessor shall then explain to the Veteran beneficiary or caregiver(s) the type of ramp configuration proposed and a suggested configuration based on the initial assessment to determine if there are any concerns or objections to the proposed location. The assessor shall also notify the Veteran beneficiary or caregiver(s) of the required follow-up safety check. If there are no concerns stated at this time, the assessor shall obtain the Veteran’s signature approval of the proposed configuration. There may be instances where the Veteran’s property needs to be moved or removed prior to the installation of the ramp system. In these cases, it is the Veteran’s responsibility to ensure this occurs, and any and all conversations and relating information shall be documented by the contractor and submitted with the assessment. The Contractor shall notify the VHA PSAS employee by telephone upon discovery of safety or environmental hazards that shall prevent the Contractor from installing the ramp system until the hazards have been corrected within two (2) calendar day. VHA shall work with the Veteran to abate the condition preventing the set-up of the ramp system. Upon completion of the assessment, the contractor shall provide the Veteran beneficiary or caregiver(s) their contact information should any questions arise.

g) In the event the Veteran beneficiary/caregiver and assessor do not agree on the proposed ramp location or ADA compliant layout (excessive ramp runs, unsafe location etc.), assessor must notify local VHA PSAS employee the same day or the next business day for further instructions. The assessor shall also notify the VHA PSAS employee if it is determined that the Veteran beneficiary’s residence is not conducive to a modular ramp.

h) If the contractor uses sub-contractors or their own employees for the assessment the Contractor is responsible for the design work. Therefore, the contractor, as the Prime, shall ensure there is a corporate level Subject Matter Expert’s (SME) comprehensive assessment review for all proposed assessments to ensure the proposed ramp installation meets the manufacturer requirements, VA scope of work, ADA requirements (to the greatest extent practicable), prevents any safety concerns, and ensures the designed ramp is safe for the Veteran to use. The contractor will provide a copy of this signed review to VHA with the assessment package.

i) The Contractor shall complete and submit an assessment of the proposed site of installation within three (3) business days starting from the next business day after receipt of request from the ordering VHA PSAS employee unless proper notice is given in accordance with para 4.2 (d).

j) The assessment package shall include:

i. Site pictures taken at a minimum of three (3) angles, drawing(s) showing existing conditions. The photographs will contain a detailed layout including cones, colored tape, or other means to indicate clear placement of the ramp. All photographs will be in color and received in color. Black and white photos are not sufficient.

ii. Picture of the ramp demonstrating the rise of the point of entrance, the end of the ramp, and slope of yard demonstrating the slope of the ramp. The picture shall include a digital measuring device showing display measurements.

iii. Digitally generated layout/diagram of proposed ramp.

iv. An additional wide-angle picture(s) of the other home entrances not being considered for the ramp location.

v. Subject Matter Expert’s (SME) review approval.

vi. An itemized quotation of supplies and services for the proposed ramp installation.

vii. The veteran, caregiver and/or property owner’s signature acknowledging approval.

k) Quote pricing for a ramp system shall be itemized based on a per section price to include shipping and installation fees in accordance with the Schedule of Items.

l) The VHA PSAS employee shall notify contractor if a ramp installation has been cancelled after assessment has been completed.

m) PERMITS: The contractor shall note on the assessment and contact the VHA Prosthetics Representative of a state/county/local government requirement for a permit and/or authorization from a Homeowners Association (HOA) is necessary for ramp installation when submitting the assessment package.

i. Administrative Fee CLIN: This is a FLAT fee to be assessed when a permit is required by state/county/local government for the property in question. The FLAT fee is intended to cover average costs, time, and effort with obtaining the permit and the actual cost of the permit. This is not a cost reimbursable item. Contractor shall submit a copy of the permit and receipt with the invoice.

n) MINOR SITE PREPARATION: The contractor shall note on the assessment if minor obstacles are located in the path of the proposed ramp configuration, which would result in the configuration having to be re-routed or not feasible unless removed. Obstacles may include, but are not limited to:

Shrubs, bushes, rocks, porch railings, steps which would prevent ramp installation. The minor site preparation will not include permanent structural changes to the Veterans residence and/or property. Minor site preparation shall not exceed $500.00 and shall be itemized on the quote to include site pictures showing existing conditions to prevent ramp installation. If minor site preparation is identified to be above $500.00, the Contractor shall notify the VHA Prosthetics Representative for further guidance.

4.0 Ramp Installation:

a) As outlined in the site assessment, the Contractor shall schedule with the veteran beneficiary or caregiver(s) a mutually agreed upon date and time to perform the installation of the approved ramp system. This appointment will be set, and the installation performed within ten (10) calendar days after receipt of VHA delivery order. Contractor shall not drop ship or deliver any material required for installation to the veteran’s property prior to the actual installation appointment.

Permits and HOA approval are an excusable delay for the ten (10) calendar day installation process, which will begin on the first business day after receipt of the permit or authorization from the HOA.

b) The Contractor shall install the ramp at the predetermined location at the veteran beneficiary's home per approved quote and specifications. The Contractor is authorized to install the ramp system only. Requests for additional work to be completed that do not fall within the scope of the ramp installation and that is not specifically detailed in the approved quote or authorized by the Order shall not be discussed with the Veteran beneficiary or caregiver(s) but referred to the VHA procurement official placing the order for consideration.

c) The ramp shall be installed in accordance with all Federal, State, Local, and VA authorization design guidelines for ramps, including slope, width, and handrails.

Such compliance includes the obtaining of any necessary permits or authorizations required under that jurisdiction’s local code. No additional ramp components or parts will be installed without prior authorization from the VHA procurement official at the authorizing VHA.

d) The Contractor shall be responsible for site preparation and cleanup for ramp installation only as stated on the site assessment and approved by the VHA procurement official.

e) Once the ramp system has been completed, the Contractor shall communicate, both written and verbally, with the Veteran beneficiary or caregiver(s) regarding the safety and maintenance features of the ramp system. The Contractor shall also ensure that the Veteran beneficiary signs a statement acknowledging receipt of education on the ramp’s safety, proper care of equipment, and a certification statement that all work was completed to the Veteran beneficiary’s or caregiver (s) satisfaction. These documents shall be forwarded to the VHA procurement official.

f) The contractor will ensure that there is a corporate-level Subject Matter Expert (SME) and/or Compliance Officer’s comprehensive post installation review for all installations. This review will be done within 48 hours before the completed package is submitted to the VA. If the review finds corrections to the installation are required, the contractor shall notify the VA procurement official and the Veteran beneficiary stating that the ramp should not be used, and the Contractor will correct the issue within 24 hours. The contractor will provide a copy of this signed review to the VA with the invoice and other packet requirements.

g) Digital "after install" pictures shall be taken of the ramp system from a minimum of three (3) angles showing the entrance and the complete system and grade area. The picture shall include a digital measuring device showing display measurements.

h) Upon completion, the installation information shall be sent to the VHA procurement official placing the order within 3 business days. The information shall include the following:

i. The digital photos.

ii. Signed statements from the Veteran and/or caregiver of the education provided.

iii. The contractor will indicate that the installation complies with all ADA requirements (to the greatest extent practicable) and identify any requirements that could not be met and the reasoning to support that decision.

iv. The signed comprehensive post-inspection review by the corporate-level

SME.

v. Copy of the invoice.

i) The Contractor shall ensure Installers are certified and trained for the installation and maintenance of their ramp system and conform to the standards and service parameters contained in the Statement of Work (SOW).

j) All ramps shall end on concrete, gravel, blacktop, or other solid landing pad/surface that allows for safe travel of the Veteran. No ramp shall end in dirt or grass without prior written approval of VHA procurement official and signed consent of the Veteran beneficiary or caregiver(s).

k) The contractor shall return 90-180 days or after snow-thaw, whichever occurs earlier, after installation to recheck each ramp installation to determine if settling has occurred and make any adjustments necessary for safety concerns. Pictures will be taken as well as descriptions of any adjustments that were made and a signed statement of satisfaction from the Veteran/Caregiver will be sent to the procurement official after inspection within 3 business days of inspection. All customary and usual means of contact will be used to communicate with the Veteran beneficiary and/or caregiver(s) to schedule this recheck. If the Contractor is unable to contact the Veteran beneficiary and/or caregiver(s) via telephone within a two (2) week period, the Contractor shall ask the VHA PSAS employee for assistance with this task.

l) When a modular ramp cannot be constructed in a safe, logical, and cost-effective manner, the Contractor shall notify VHA procurement official no later than the next business day, so as not to delay provision of alternate safe ingress/egress from Veteran’s home any longer than necessary.

4.1 Urgent/Emergency requests: There may be instances when VHA may need urgent/emergency ramp installations to facilitate discharge and/or other urgent need for patient care. In such instances, the contractor shall complete the assessment and installation within two (2) calendar days upon receipt of a delivery order from VA.

5.0 Online Electronic Order tracking system/platform:

The contractor shall have (or put in place within one calendar month after contract award) an online electronic web-based system accessible to VHA staff that provides the real time status of all VHA required reports and documentation (as outlined in the Statement of Work - SOW) and order status. The system shall allow VHA staff to get the real time status of an order as it progresses through the different phases from order receipt, assessment, installation, invoicing, and final documentation. Reports outlined in Sections 8.4-8.8 shall be available and accessible by VHA staff. The system shall not include any PII information but shall reference a VHA provided identifier and/or PO number. This system shall be accessible to applicable VHA personnel, as determined by the COR, with access provided by the Contractor. The system shall meet Health Insurance Portability and Accountability Act (HIPAA), security, privacy rules and regulations. This system does not preclude VHA patient information being provided on a requested basis through encrypted e-mail and/or by secure facsimile machine.

6.0 Acceptance of Government Purchase Card: Government Purchase Card is the preferred method of payment. As a result, the Contractor shall be able to accept the Government Purchase Card VISA Level II for payment. The Contractor shall accept electronic copies of Purchase Orders and have a secure facsimile line to protect the Patient Identifiable Information (PII) or Patient Health Information (PHI). The Contractor must have Class II Visa Software to be compatible with VA billing requirements for all credit card payments.

The contractor’s invoices shall be on letter head and indicate:

i. The contract number and purchase order number

j. Veteran’s last name and first initial and last four digits of social security number

k. Date service was requested

l. Completion date of service

m. Details of work accomplished

n. Total cost of service

o. Signed Statement of Acceptance and understanding by the Veteran beneficiary/landlord

p. Colored pictures of final installation

7.0 Notification and Communication: The Contractor shall refrain from discussing decisions to repair/replace/upgrade/change the equipment or any services not specifically delineated in the request/order with Veteran beneficiary and/or caregiver(s). Any concerns raised by the Veteran beneficiary and/or caregiver(s) outside the scope of this order regarding services provided shall be addressed to the VHA procurement official placing the order for resolution.

All email communication that contains PII or patient information shall be encrypted.

7.1 Notification and Communication with Veteran Beneficiary:

a. The Contractor shall notify each Veteran and/or caregiver(s) in advance to arrange for a mutually agreed upon time for an appointment to assess, evaluate and install the ramp system. The Contractor shall visit the Veteran beneficiary’s place of residence in performance of this contract by appointment only between the hours of 7:00 a.m. and 7:00 p.m. local time.

b. The Contractor shall schedule an appointment at least one (1) business day prior to the appointment unless the veteran/caregiver(s) requests an appointment sooner.

c. Appointments shall be made within four (4) hour time blocks.

d. The Contractor shall provide the necessary contact information for the Veteran beneficiary to communicate with the Contractor if any questions arise or changes need to be made with the appointment.

e. In the event of delays or anticipated delays, the Contractor shall notify the Veteran or caregiver of the delay or the need to reschedule, the Veteran and the VHA PSAS employee that initiated the order shall be notified at least two (2) hours prior to the appointment.

f. If the Contractor is unable to contact the Veteran beneficiary and/or caregiver(s) within a two (2) day period, or if the Veteran chronically fails to meet appointments, the Contractor shall contact the VHA procurement official for assistance. The Contractor shall use usual and customary means to make contact. Physical visitation to the Veteran beneficiary’s home is not required to meet this requirement.

g. Refusal of Service – all Veterans have the right of Refusal of Service. In the event a Veteran beneficiary refuses/declines the service or orders the equipment to be removed from the home, the Contractor shall comply with the Veteran, only after receiving authorization from VHA. However, the Contractor shall provide a written report, which includes the Veteran beneficiary and/or caregiver’s(s) signature on the visit form indicating refusal. Freight and restocking fees will be paid if refusal occurs after products have been shipped and/or delivered. The Contractor shall report the specifics of the refusal to the VHA PSAS employee that initiated the order in writing within one (1) business day.

7.2 Changes/Adjustments: The Contractor shall inform Veteran beneficiary and/or caregiver(s) that a one (1) week grace period will be given for any changes or adjustments to the ramp system due to a Veteran beneficiary and/ caregiver(s) concern. Adjustments will be made at no charge and any additional materials required will be quoted to the requesting facility for approval prior to installation.

8.0 Quality Control Plan: The Contractor shall have a quality control plan that addresses Sections 8.1- 8.6 at a minimum. Contractor shall submit reports to the Contracting Officer (CO), Contracting Officer’s Representatives (CORs) or designated VHA procurement official based on the required report.

8.1 Incident Report: All accidents, malfunctions, injuries, or deaths associated with the provision, delivery and use shall be reported telephonically to the Contracting

Officer, the VHA procurement official and VISN COR and equipment manufacturer (if applicable) within one (1) hour of the event. A written report shall be followed within 48 hours of the incident.

8.2 Personnel Report: Listing of all personnel, manufacturer, and company training certificate/competency report to include the date of their most recent background investigation/screening (refer to Paragraph 12.0), performing services under this contract shall be submitted to the CO, and VISN CORs. This report will be due prior to any services provided. Additionally, this report will be due bi-annually. Any individual changes to personnel in between reporting times shall be emailed to the respective VISN COR and changes captured on next report.

8.3 Contractor Quality Management Report: The Contractor shall maintain a Quality Management Plan demonstrating organizational improvement. This shall entail monitoring of satisfaction, data analysis and collaborative design and operationalization of improvement opportunities. The Contractor shall evaluate the quality of services and document the findings, conclusions, recommendations, and corrective actions taken. The Contractor shall provide a written quarterly report to the CO and CORs covered under this contract for improving organizational performance. The first report shall be due six (6) months after contract performance begins. Subject report shall include information on special incidents, Veteran beneficiary satisfaction and performance improvement. The Contractor shall collect and aggregate the customer service satisfaction data on service satisfaction from Veteran beneficiary and/or care giver(s). Copies of the aggregated data shall be forwarded to each COR by the due date listed below.

8.4 Customer Satisfaction Report: The Contractor shall provide and collect a customer satisfaction survey from all Veteran beneficiaries and/or caregiver(s) upon completion of the ramp installation; the report shall include and be sortable by Region, VISN, and Facility. A copy of survey results shall be submitted to the COR in Quarterly Reports via encrypted email or hardcopy. The Quarterly Report is due to the COR by the 5th calendar day at the conclusion of the quarter. The reporting quarters are as follows: October 1st through December 31st, January 1st through March 31st, April 1st through June 30th, and July 1st through September 30th.

8.5 Assessment and Installation Report: The Contractor shall provide an installation report that details the number of installations completed during the previous reporting period for each VISN, broken down by facility. The itemized report shall reflect the purchase order number, billing date, date of payment, actual number of days to complete each assessment and actual number of days for each installation, total number of assessments, total number of installations and total cost for each installation. Deviations such as permits, or veteran recipient caused delays shall be identified and grouped separately on the report. Contractor shall provide total cost spent on permits for each VISN broken down by facility. The Contractor shall provide this report initially after the first thirty (30) days of contract performance and then on a quarterly basis to the CO and VISN COR.

8.6 Post Installation Report: The contractor shall provide a report of ramp installations for the recheck that is required within 90-180 days or after snow-thaw, whichever occurs first, to establish that the required safety check has been completed. The safety check will include facility identity, date, purchase order number and when the follow-up was completed to make any required adjustments after installation to address safety concerns. The Contractor shall provide this report and it shall be submitted on a quarterly basis to the CO and VISN COR.

8.7 Component Usage Report: The Contractor shall provide an itemized report of usage by component; the Contractor shall report the width and length for each ramp section, landing, and threshold/threshold ramp that has been installed. The report will be organized by VISN with the ability to compare usage with the other VISNs utilizing the contract. The report shall be submitted to the CO and COR quarterly, by the 15th of the first month of each quarter from the effective date of award.

9.0 Warranty: Contractor shall provide a product warranty on materials for a minimum of three (3) years from the date of installation. Contractor shall provide a labor warranty for a minimum of one (1) year from the installation date.