Attachment 1 Performance Work Statement.pdf

Performance Work Statement (PWS) Long Term DME for The Alexandria Veterans Health Care System

A. Background:

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

Definitions:

VA Veterans Affairs VAMC Department of Veterans Affairs Medical Center VISN Veterans Integrated Service Network VETERAN Beneficiary, Patient CBOC Community Based Outpatient Clinic CO Contracting Officer COR Contracting Office Representative CDC Center for Disease Control JC Joint Commission of Accreditation of Healthcare Organizations PSAS Prosthetic & Sensory Aids Service HCPC Healthcare Common Procedure Code ATP Assistive Technology Professional LPH STERIS' LpH® se One Step Germicidal Detergent DME Durable Medical Equipment includes all items of a therapeutic or rehabilitative nature, which are determined as medically necessary for home treatment of eligible Veterans, e.g., hospital beds, over-bed tables, bathroom equipment, invalid lifts, hand cycles, stair glides, room air conditioners, standing tables, portable ramps, mobility (Walking) aids, environmental control units, etc.

AVAHCS Alexandria VA health Care System

B. Scope:

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

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

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

4. Deliveries and/or pick-ups shall be made at such times and in such quantities as specified by the

Contracting Officer, Contracting Officer Representative (COR) and/or the Purchasing Agent.

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

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

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

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

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

a. Major sites with affiliated areas:

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

b. Community Base Outpatient Clinics (CBOCs)

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

(2) Lafayette VA Clinic, http://www.jointcommission.org/

3149 Ambassador Caffery Parkway, Lafayette, LA 70506-7209

(3) Lake Charles VA Clinic

Douglas Fournet Department of Veterans Affairs Clinic 3601 Gerstner Memorial Drive (LA Hwy-14) Lake Charles, LA 70607-3231

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

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

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

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

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

Texas: Jefferson, Orange, Newton, Sabine

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

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

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

10. Performance Period:

a. Contractor shall begin the work required under this Performance Work Statement (PWS), commencing with the effective date of award, unless otherwise directed by the CO, and shall provide the required services until the date of contract expiration.

C. Contractor Responsibilities:

1. Branches/Agents:

a. Contractor shall list below or by attachment hereto, the name, location, and telephone number of all firms proposed to be used in the performance of the contract. If Contractor maintains branches and/or agents through whom business may be transacted, they shall submit a list thereof with their proposal. If awarded a contract, Contractor shall disclose full particulars/all information concerning the agreement between such branches and/or agents authorizing and instructing them to furnish supplies and/or services covered by the contract at the rates and in accordance with the terms and conditions therein.

Vendor

Address

Telephone Number

Sub-Contractor Y/ N

2. HSS:

a. No contract shall be awarded, nor payment made, to any individual or entity that appears on the

Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities.

3. Equipment and Supplies:

a. The VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up, and all other services outlined within this contract. VA-owned equipment may be delivered directly to Contractor’s warehouse from suppliers or picked up from the VA location as directed by the COR. Contractor shall be expected to provide service for other items which may not be on the list, but which are similar in nature to those listed:

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

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

c) Mattresses, Foam, Innerspring, Specialty (Dry, Gel, Water, Air, Powered Press Reducing, Non-Powered Pressure Reducing)

d) Trapeze Assemblies (floor and bed mounted)

e) Over-bed Tables

f) Slings, for Veteran Lift, Veteran lifts

g) Bathroom equipment (To include Bariatric bathroom equipment)

h) Wheelchairs, Manual

i) Wheelchairs, Power – including batteries, and charger

j) Walkers, Rollators

k) Scooters Custom Manual and Complex Power Wheelchair Deliveries (ATP employed by vendor must be involved in initial evaluation)

l) Manual Wheelchairs, Scooters, Power Wheelchair, Repair

m) Hospital Bed Repair, Patient Lift Repairs (when appropriate, prior to replacement)

n) Threshold Ramps

o) Home Safety Equipment and

p) Any other Durable Medical Equipment considered by Prosthetics Service to be needed to maintain and improve the Veteran’s quality of life and overall health while being treated at Veteran’s home.

4. Hours of Service:

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

b. The following terms have the following meaning:

1. Work Hours: Monday through Friday, 7:30 a.m. to 4:00 p.m.

2. Non-Work Hours: Monday through Friday, 4:01 p.m. to 7:29 a.m., and all Saturdays and

Sundays.

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

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

c. Or any other day specifically declared by Executive Order, or Presidential proclamation be a

Federal Holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

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

e. Contractor shall maintain business hours of operation at Contractor’s facility between 7:30 a.m.

and 4:00 p.m., local time, Monday through Friday, excluding Federal holidays.

5. Contractor Telephone Accessibility (DME)

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

b. Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and email system with PKI Encryption (required) to preserve continual contact with the Department of Veterans

Affairs and for emergency contact. The fax machine and all computers with email access shall be kept secure and out of the public view to maintain the safety and security of our Veterans’ confidential medical information.

c. Contractor shall not place collect telephone calls to any VISN 16 VAMC/CBOC, or

Veteran/Caregiver.

Offeror to list person to be contacted for orders:

Company: ALEXANDRIA VA HEALTH CARE SYSTEM TITLE: CHIEF, PROSTHETIC &

SENSORY AIDS

Service Address: 2495 SHREVEPORT HWY City: PINEVILLE State: LA Zip: 71360 Telephone Number: 318-466-2873

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

6. Place of Performance:

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

b. Contractor shall have a facility physically located at least 10 – 20 miles of the Alexandria VA

Health Care System in which they are contracted to provide service. The geographical boundaries described herein have been determined as the areas of responsibility/jurisdiction and service ability for the VA Medical Center. Proof of the physical location of the facility shall be submitted with the proposal/bid.

c. Contractor shall pick-up DME and accessories at the location specified, i.e., the

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

7. Equipment Setup, Assembly, and Adjustment:

a. Upon delivery of an item(s) to a Veteran’s residence, Contractor shall be required to set-up and adjust the item(s), as appropriate to meet the Veteran’s need. No work is to be performed without written authorization and a purchase order number from the COR or designee.

b. Contractor shall set-up DME/HME according to the Veteran’s preference if safety permits.

Although Contractor is not considered a furniture moving company, Contractor shall attempt to accommodate the Veteran/Caregiver.

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

d. DME/HME items may require contractor re-certification and/or re-education (non-clinical) on equipment mechanics/ functionality for the Veteran’s/Caregiver’s to safely operate the equipment.

DME/HME task order shall be individually requested through a Prosthetic Purchase Order to visit the Veteran’s home to provide re-education on equipment mechanics/ functionality when and Contractor shall document this re-certification.

e. If for any reason Contractor is unable to deliver or pickup item(s) within the prescribed time allotted, Contractor shall immediately notify the COR, Prosthetic Rep, or Prosthetic Purchasing Agent for further instructions. Contractor shall be responsible for contacting the Veteran to arrange a reasonable time to accomplish the required services, to include scheduling of all maintenance and repair of delivered and existing DME/HME.

f. If the arrival for the scheduled appointment is delayed (or anticipated to be delayed) beyond a four

(4) hour window, Contractor shall contact the Veteran/Caregiver and notify them of the delay or need to reschedule the appointment for no later than the next calendar day, as well as contact the COR or designee that initiated the service request.

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

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

b. Veteran/Caregiver Contact:

1. Contractor shall contact the Veteran to arrange an appointment within three business day for routine requests. Contactor shall visit the Veteran’s residence, in the performance of this contract, by appointment only between the hours of 8:00 a.m. and 4:30 p.m. (CST), Monday through Friday, except in cases of emergency.

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

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

c. Deliveries and Setup of Equipment:

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

2. All transportation of durable medical equipment shall be made with Contractor’s company vehicle(s) and driver(s). Contractor shall provide all labor, parts, equipment, transportation, fuel, and supervision necessary to provide the services required in accordance with the terms, conditions, special provisions, and schedules contained in this contract.

3. Contractor shall pick-up all equipment delivered to the VA Medical Center and/or VA warehouse when notified by the COR, Prosthetic Rep, or Prosthetic Purchasing Agent.

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

5. Contractor shall properly secure equipment/supplies and documentation while in route to and/or from VA designated locations, and the Veteran’s residence, to prevent damage to VA owned equipment. Contractor shall be liable for damage to VA owned equipment in their possession.

Contractor shall deliver new and/or used equipment/supplies as requested on each Purchase Order to maintain accurate inventory maintenance.

6. If the request is to be completed at the residence of the Veteran, Contractor shall provide the

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

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

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

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

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

Routine: The delivery/set-up/pick-up itself shall be completed within 3 business days of receipt of the purchase order. Exception: Unless otherwise approved by COR, Prosthetic Rep, or Prosthetic Purchasing Agent or if the Veteran/Caregiver requests additional time, or if three

(3) attempts to contact the Veteran/Caregiver to schedule services were uneventful within 48 hours of receipt of the delivery/ set- up/pick-up order.

9. Contractor Contact Information:

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

Name:

Title:

Address:

Phone:

Fax:

Email address

10. Maintenance, Repair & Refurbishing of DME:

a. Contractor shall perform maintenance, refurbishing, and repair service for DME in accordance with the manufacturer’s instructions by personnel who are qualified/certified to service the specific equipment as described in section C.23 paragraph f. Certifications shall be kept in each personnel file.

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

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

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

Parts are manufacture approved.

Cost of the parts used in the repair.

Part numbers of the parts used (if applicable) Cost of labor Total cost of parts used.

ii. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent is responsible for notifying

Contractor of the need for repair services. In the event the Veteran contacts Contractor directly, Contractor will inform them to contact their primary care doctor.

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

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

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

vi. Contractor shall notify the COR, Prosthetic Rep, or Prosthetic Purchasing Agent when questions arise of the serviceability of any equipment by documenting the invoice for pickup as scrap and/or providing an estimate for repair of said item. Approval of estimates are at the discretion of the COR, Prosthetic Rep, or Prosthetic Purchasing Agent and are not guaranteed authorization to begin repair services. The COR, Prosthetic Rep, or Prosthetic Purchasing Agent retains the sole right to condemn equipment and reserves the right to visit Contractor’s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in the contract.

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

a. Contractor shall have a program designed to educate appropriate staff and Veteran/Caregiver in safety measures in the home and to minimize hazards related to the care or service provided.

Contractor shall provide education, training, and instructions to each Veteran/Caregiver at the time of set-up or repair and assess the need for education reinforcement during visits. Instructions to the Veteran/Caregiver shall include demonstrating the correct use (non-clinical) and observing demonstration by the Veteran/Caregiver. Veteran/Caregiver shall sign delivery invoice as certification of training/instructions.

b. Contractor shall perform training and assessments for the Veteran/Caregiver, in accordance with

Joint Commission regulations. The Veteran education instructions shall be documented per Joint Commission standards.

c. The Veteran/Caregiver shall be fully instructed on the item’s use, safety, care, and cleaning as follows:

1) Basic home safety.

2) The safe and appropriate use and identification of the medical equipment being supplied, as noted in the manufacturer owner’s manual/guidebook.

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

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

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

d. Contractor shall complete an Equipment Delivery and Safety Check Confirmation document and submit it along with the written proof of delivery/pick-up, acceptance, and training signed by the Veteran/Caregiver. A copy of Contractor’s checklist forms shall be with the solicitation package.

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

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

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

12. Veteran’s File:

a. For all set-ups and repairs, Contractor shall provide the Veteran and review the following documents: DME Delivery Checklist, Veteran’s Rights and Responsibilities, and Veteran’s Satisfaction Survey. Contractor is responsible for maintaining a copy of all documentation in the Veteran’s file. All or any part of the delivery documentation may be requested by the COR, Prosthetic Rep, or Prosthetic Purchasing Agent, upon request or routinely for all Veterans.

b. The Veteran’s files received and created are the property of the AVAHCS. In the event Contractor is changed, the files shall be transported to the new Contractor at the same time as the DME is moved.

13. Hospital Bed Instructions:

a. Contractor shall ensure appropriate education is provided to the Veteran, family member, caregiver related to home care bed safety. Set-up of home care beds and support surfaces shall comply with the guidelines established by the AVAHCS for Veteran Safety.

http://www.Veteransafety.gov/

14. Environmental Assessment:

a. Delivery Location:

When equipment is delivered to a Veteran’s home, Contractor shall review on-site environmental conditions. This includes addressing basic home safety, safe and appropriate use of equipment, handling, cleaning, storage, and universal precautions

b. Standard Operating Procedure General Mechanical Inspection:

1. Purpose: To identify and define the procedure called GENERAL MECHANICAL INSPECTION.

This procedure shall define the various preventative maintenance tasks that are typically performed during each set-up.

2. Procedure:

i. Casters/Brakes: Inspect the condition of the casters. Clean if necessary and verify that they http://www.patientsafety.gov/ turn and swivel properly. Verify operation of the brakes and swivel locks.

ii. Cables/Connectors: Inspects the condition of the electrical components and electronic cables for any damage. Inspect electrical connectors for any damage or corrosion. Repair or replace if necessary.

iii. Battery/Charger: Inspect the physical condition of all batteries. Operate the unit on battery power for several minutes to verify that the battery is charged and can hold a charge. Inspect the condition of the battery charger and verify that it operates properly.

3. Standard Operating Procedure Electrical Safety Inspection:

i. Purpose: To identify and define the procedure called Electrical Safety Inspection. This procedure shall be used to minimize any potential electrical safety problems and shall be used in all maintenance procedures.

4. Procedure For Cord-Connected Veteran Care-Related Equipment:

i. Visual Inspection: Contractor shall visually inspect the physical integrity of the power cord; the attachment plugs and the strain relief for damage. Repair or replace if necessary.

15. Incomplete Work:

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

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

16. Repair Estimates:

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

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

c. If work cannot be completed in the initial service call, Contractor shall send to the PSAS representative an estimate itemized to include list of required parts showing manufacturer, stock/part number, and cost for each item and the delivery charge as well as length of time required for repair. Notification can be made by telephone, email, or fax, to the COR, Prosthetic Rep, Purchasing Agent.

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

e. The CO, COR, Prosthetic Rep, or Purchasing Agent reserves the right to complete all repair services over the micro-purchase threshold. The CO, COR, Prosthetic Rep, or Purchasing Agent also reserves the right to purchase required parts and have them delivered to Contractor.

17. Emergency / Non-working Hours:

a. On occasion, there may be a need for emergency services during non-working hours. Emergency services may be requested by an authorized Ordering official for repair.

b. Emergency repairs during non-working hours shall be limited to equipment or repairs previously provided or issued by VA, and instances where there is a clear indication of a safety issue for the Veteran that needs to be addressed before the next business day. In the event an emergency repair is required, Contractor shall have preauthorization for such repair not to exceed $500 per occurrence.

c. Repairs above the preauthorized amount shall have authorization from the Purchasing Agent and/or Prosthetics Representative. Repairs shall not be authorized for convenience or situations where there was no safety issue necessitating an immediate repair.

d. Contractor shall submit a proper invoice along with the circumstances of the emergency repair/service to the COR, Purchasing Agent, and/or Prosthetics Representative on the first business day following the emergency repair/service.

18. Notification of Delays:

a. Contractor shall notify the COR, Purchasing Agent, and/or Prosthetic Representative via email or fax and provide written justification as to why they are unable to deliver the required services in accordance with the Government’s required delivery date. In the event the Contractor’s email or fax is not available, notification shall be made by telephone to the COR, Purchasing Agent, Prosthetic Representative.

19. Delivery Zones:

a. VA service areas include the AVAHCS, CBOC’s and surrounding areas listed in the scope of this PWS. Contractor shall have pick-up, delivery, and repair capabilities to perform work outlined in this PWS within the defined contract timelines.

20. Storage:

a. Contractor shall provide a secure, contained area, with adequate space, for the storage of Government owned supplies and equipment covered under this contract. The storage area shall be adequately equipped with industrial shelves and bins to properly accommodate the items being stored. Storage area shall conform to all applicable State, local and National Fire Protection Association (NFPA) Codes.

b. The storage area shall have adequate ventilation/air circulation, relevant to the proper temperature and humidity for the equipment being stored to protect DME. The storage area shall be pest/rodent free. DME shall be stored in an orderly properly label arrangement to prevent damage and to facilitate periodic inventory inspections by VA officials, and to allow for immediate access to all items and component parts.

c. Contractor shall have in place a process to assure that stored equipment is in good working order before delivery. Failure to check equipment prior to delivery may result in non-payment for delivery.

d. Equipment shall be protected from the elements during storage and delivery. Clean and dirty equipment shall always be separated and shall be provided with protective covering during transport.

e. The VAMC reserves the right to provide items from stock sources for inclusion in storage to provide for the needs of Veterans within the intent and meaning of the contract and to provide a location other than a Veteran’s residence for pick up and/or reissue.

f. Contractor shall provide adequate storage for VA and Veteran DME at Contractor facility at no additional charge to the VA.

g. Contractor’s facility shall be equipped to receive various deliveries of DME to their storage location during normal working hours via trucking/van companies.

h. Contractor shall ensure that Clean and Dirty areas are kept separate. Items that have been cleaned/ sanitized, refurbished and/or repaired shall be identified as such and stored separately from those items recently recovered awaiting necessary cleaning, repairs, etc. Contractor shall ensure to separate clean/sanitized and dirty/un-sanitized equipment using the JC approved divider and protective covering.

i. Contractors at no time shall intermingle AVAHCS supplies and equipment with non-VA activities, other VA medical centers supplies/equipment, Contractor, other agencies, or other customer(s) which may or may not be used by Contractor.

j. Contractor shall divide VA storage space into three (3) areas with the following designations:

(1) Pending Assessment/Un-sanitized

(2) Pending Repair

(3) Ready for Issue/Sanitized

21. Evidence of Insurance:

a. Contractor shall submit with proposal a certificate of insurance which shall contain an endorsement to the effect that cancellation, or any material change, of the policies which adversely affect the interest of the Government shall not be effective unless written notice, 10 days in advance, is forwarded to the CO.

b. Contractor shall assume full responsibility for the protection of its personnel under this contract.

The parties agree that Contractor, its employees, agents shall not be considered VA employees for any purpose.

c. Contractor’s storage shall be insured against loss or damage to contents. Contractor shall be required to carry the following types and minimum amounts of insurance throughout the term of the contract:

(1) Worker’s Compensation & Employer’s Liability: $100,000

(2) General Liability (per occurrence): $500,000

(3) Automobile Liability:

Bodily Injury (per person) $200,000

Bodily Injury (per occurrence) $500,000

Property Damage (per occurrence) $200,000

22. Inventory:

a. Upon commencement and completion of this contract, Contractor and COR shall jointly inventory all Government-owned equipment.

23. Commencement Inventory:

a. Upon commencement and completion of this contract, a commencement inventory count shall take place at the prior Contractor’s location and an inventory list shall be signed by all parties. This inventory shall include item description, model/stock number, serial number, quantity, and condition. Condition shall be considered: New, Good, Fair, and Poor.

b. It is then the responsibility of the new contractor to pick up all Government owned equipment and supplies from the prior contractor. The cost for this transition shall not be a designated separate charge; it is anticipated that the transition expenses incurred shall be factored into the proposed overall offer.

c. Contractor shall provide a current inventory list of Government property in its possession by the third business day of each month to the COR, Purchasing Agent, and/or Contracting Officer. This inventory list shall contain the same information as the initial inventory list, and be submitted electronically to the COR, Purchasing Agent, and/or Contracting Officer. Inclusive with this inventory, Contractor shall provide a wheelchair checklist to include the make, model, serial number, seat depth, seat width, back height, and wheelchair width, in addition, whether the chair has elevating or fixed leg rests, or removable or fixed arm rests, manual and/or power chair features.

d. Contractor shall establish and maintain a system of control to protect and preserve all Government property. Government property includes, but is not limited to, power wheelchairs, and complex manual wheelchairs.

e. Contractor shall maintain a cumulative inventory control record of DME/HME issued upon commencement of the contract, and during the contract period.

24. Discrepancies in Inventory:

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

25. Inventories Upon Termination or Completion:

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

26. Inventory Disposition/Disposal of Non-Serviceable DME Equipment:

a. There shall be no charge for disposal of DME equipment including electric motors, batteries, etc., to the Government, Veterans, caregiver and/or a family member. The COR or designee shall approve the disposal prior to its occurrence with proper documentation. The COR shall determine if equipment is deemed for loaner use.

b. Contractor shall properly dispose of open cartons of expendable medical supplies, single use

Veteran items (i.e., mattresses, cushions, pads, and other soft goods) according to established manufacturer’s guidelines and local regulations concerning waste disposal, at no additional expense to VA.

c. For multi-use equipment, Contractor shall follow the guidance of the COR/VA Representative in following proper VA procedures for the disposal of equipment. Contractor shall be responsible for replacement if this guidance is not followed.

d. Used standard mattresses shall not be stored or returned to any location for storage but shall be cut/slice/burned/shredded (or by any other means allowable by Federal or State standards) rendering them unusable and disposed of in a timely manner at no charge to the government;

except specialty wound mattresses. Specialty wound mattress shall only be disposed of when it becomes non-serviceable (See Equipment Pick-Up, Returns, and Disinfecting Equipment).

Documentation of mattress destruction shall be included on the invoice that corresponds to the pick-up.

27. VA Direct Delivery of Inventory to Contractor:

a. Orders placed throughout the year by the VA facilities for replenishment of stock, or items to be delivered to the Veteran, will be drop-shipped directly to the DME Contractor for storage.

Contractor’s responsibility shall be to:

(1) Properly receive the DME and/or parts,

(2) Check for damage before accepting receipt from shipper,

(3) Document receipt,

(4) Proper inventory

(5) Store and secure

b. Contractor shall notify the COR, Purchasing Agent, and/or Prosthetics Representative within three business day of receipt of such orders, by providing the packing slips via electronic copy, or fax.

c. Contractor shall maintain all packing slips. These packing slips will be provided to the Purchasing

Agent every quarter.

d. In the event overages, shortages, or damages are discovered upon receipt of Government-owned

DME and/or spare parts, Contractor shall provide a statement of the condition and apparent causes to the COR or designee immediately, no later than forty-eight (48) hours after occurrence.

e. Contractor shall NOT accept equipment or items that are damaged, and contact the COR, Purchasing Agent, and/or Prosthetics Representative immediately or as soon as possible. Original copies of delivery invoice and/or packing slip must be sent to the COR, Purchasing Agent, and/or Prosthetics Representative as designated by the AVAHCS.

f. Items of equipment requiring no assembly shall be removed from the carton at no cost to the

Government prior to delivery to the Veteran or the Prosthetics and Sensory Aids Service and inspected to ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so shall forfeit claim for payment of related return trips to complete the delivery.

g. Items of equipment requiring assembly shall be removed from the carton and inspected to ensure that all parts and pieces of the equipment/ and related accessories are present and operable before attempting assembly and delivery. Failure to do so shall forfeit claim for payment of related return trips to complete the delivery.

h. Contractor shall tag all items, that are VA property, appropriately as Government-owned

DME/HME and VAMC/VHCS location, and shall display the item description, make, model, item number, serial number of the item and any other VA identifiable information such as purchase order number.

i. Contractor shall establish and maintain a secure and electronic database and system of inventory control to protect and preserve all DME and Personal Identifiable Information (PII).

28. Material Security:

a. Security of Material/Information Received: Contractor shall be responsible for the security of the entire inventory received from the VA Medical Center. Loss, misuse, abuse, misappropriation, or destruction of any materials issued to Contractor shall subject Contractor to a damage claim equal to the full cost of repair or replacement by the VA Medical Center in accordance with the default provisions.

b. Contractor shall assure that adequate security of material/information received from the VA

Medical Center, CBOC, or from the Veteran/Caregiver, is following the Privacy Act of 1974 and HIPAA. As a minimum, security shall consist of but are not limited to the methods discussed as follows:

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

(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.

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

(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).

The use of a positive control system shall begin when inventory is received at Contractor’s facility and shall continue until the inventory is returned to the Government or issued to a

Veteran. Positive signature control shall be maintained at all steps of the process by Contractor.

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

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

e. All containers where AVAHCS data/inventory is stored shall be securely locked. Contractor shall develop a system of procedures to ensure containers are locked outside of normal business hours.

f. Any instances of possible breakdowns of security procedures shall be immediately reported to the

COR.

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

h. Discrepancies in Inventory: Discrepancies in inventory shall be investigated by Contractor and a written explanation provided to the COR or designee via FAX as noted above. Resolution of discrepancies shall be completed before the next inventory reporting period or as directed by the

COR.

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

j. Inventory Disposition/Disposal of non-serviceable DME/HME equipment: There shall be no charge for disposal of DME/HME equipment including electric motors, batteries, etc., to the Government, Veterans, caregiver and/or a family member. The COR or designee shall approve the disposal prior to its occurrence with proper documentation. The COR shall determine if equipment is deemed for loaner use.

i. Contractor shall properly dispose of open cartons of expendable medical supplies, single use

Veteran items (i.e., mattresses, cushions, pads, and other soft goods) according to established manufacturer’s guidelines and local regulations concerning waste disposal, at no additional expense to VA.

ii. For multi-use equipment, Contractor shall follow the guidance of the COR/VA Representative in following proper VA procedures for the disposal of equipment. Contractor shall be responsible for replacement if this guidance is not followed.

iii. Used standard mattresses shall not be stored or returned to any location for storage but shall be cut/slice/burned/shredded (or by any other means allowable by Federal or State standards) rendering them unusable and disposed of in a timely manner at no charge to the government;

except specialty wound mattresses. Specialty wound mattress shall only be disposed of when it becomes non-serviceable (See Equipment Pick-Up, Returns, and Disinfecting Equipment).

Documentation of mattress destruction shall be included on the invoice that corresponds to the pick-up.

29. Rates:

a. The basic rate shall include vehicle(s)/ transportation, the services of qualified driver(s), and certified technician. Also included is storage, set-up, assessment, service/labor charge to and from the Veteran's residence, and any other services called for by this solicitation, except repairs. The service/labor shall include all mounting hardware (i.e., nuts, bolts, and anchors, etc.)

b. Rates for labor shall be priced based on an incremental thirty (30) minute "bench rate." The 30-minute incremental rate for repair shall be used when such service has been requested and approved by the COR or designee.

c. The incremental rate shall include all direct and indirect labor and overhead cost associated with the repair effort. The repair, incremental, 30 minutes shall begin when the Maintenance Technician arrives in the Veteran’s home to start work and the incremental 30 minutes ends when the…