Attachment 1 - SOW.docx

Veterans Healthcare Administration Salt Lake City Health Care System (VHASLCHCS) Ostomy and Gastrostomy Supplies

Statement of Work

Summary:

The Veterans Healthcare Administration Salt Lake City Health Care System (VHASLCHCS) has a requirement for ostomy prescription items/services for outpatients offsite of the VA Salt Lake City Health Care System, Salt Lake City, Utah and inpatients at the time of discharge for the initial set up and instructions of ostomy and gastrostomy products.

Scope of Work:

The contractor shall provide ostomy, and gastrostomy supplies as initial issues/original ostomy prescriptions and for refill/resupply of ostomy and gastrostomy prescriptions to approximately 175 Veterans in the state of Utah and Veterans in parts of Nevada, Wyoming, Idaho, and Montana. Each Item on the Ostomy Supplies List is estimated to be approximately a 30-day supply. The products will be priced to reflect all the associated costs of the services, which include but are not limited to delivery and provision of direct patient care, for example, handling patient calls, mailing and delivery of prescriptions and patient pickup of supplies. There will not be separate pricing for any services associated with this contract.

The contractor shall stock the inventory identified as Standard on the Ostomy & Gastrostomy Supply List and be able to provide the Custom items when ordered. The ostomy and gastrostomy supply list has like items which are manufactured by more than one company so that the veteran’s prescription meets the unique needs of each veteran patient as prescribed by the VA Clinical Staff.

The contractor shall provide all space, equipment, supplies, tools and materials to manage the required services and supplies. The supplies list includes items identified as “Custom” which are not required to be stocked but provided as special-order items. All ostomy and gastrostomy products, Standard and Custom, will be priced to include all services, delivery, mailing and costs contingent with providing the supplies in all four ways listed above. The successful contractor shall have an established business located within the Salt Lake City metropolitan area.

An integral part of the requirement is customer service which entails product knowledge and interactions with the Veterans with confidential, caring, and understanding of patient concerns. Communications regarding any and all concerns, issues, or special requirements within these interactions and the contract as a whole communicated back to the VA Enterostomal Therapy Nurses or designee(s), and the COR (Contracting Officer Representative).

Delivery and Acceptance of Supplies will be provided in 4 ways:

1) Direct mail to veterans’ location

2) Pickup at contractor’s business

3) Delivery to veterans in the local vicinity of the VA Medical Center located at 500 Foothill Drive in Salt Lake City. (Local vicinity is defined as within a 30-mile radius from the VA Medical Center)

4) Delivery to the VHASLCHCS Enterostomal Nurses at the Medical Center at 500 Foothill Drive in Salt Lake City.

Performance Period:

The contract is for Base Year and 4 Option Year periods.

The contractor will not normally be expected to provide products or services on the following government holidays: New Year’s Day, Martin Luther King’s Day, President’s Day, Memorial Day, Juneteenth National Independence Day, July Fourth, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated as a national holiday by the President of the United States. However, in unusual and extenuating circumstances, a Veteran may need a product delivered on a holiday. This will be coordinated directly with Enterostomal Therapy Nurse(s) or designee(s), giving as much lead time as possible for this requirement.

Contractor Responsibilities and Requirements

a. The contractor shall establish and maintain the stock/inventory of Standard items identified on the Ostomy Supplies List in Price Schedule. The offeror must submit pricing for all items, both Standard and Custom, on the Price Schedule even though the Custom items are not required to be stocked. Price Schedule serves as the offeror’s price quote and establishes the initial stock list for the ostomy inventory. Price Schedule includes the “Custom” items for a price quote but not to be stocked in the inventory.

Contractor shall have a business location in the Salt Lake City metropolitan area and maintain office/business hours from 8:00 AM through 5:00 PM Monday through Saturday to accommodate patients who desire pickup of ostomy supplies.

The contractor shall at their own business location provide all space, equipment, supplies, tools and materials to inventory the required supplies and have adequate communication services, a minimum of telephone and FAX services, to provide the customer and patient support services. Contractors with email and web support provide enhanced communication possibilities but are not required.

Per mutual agreement between the Enterostomal Therapy Nurses and or the Chief of Service, VASLCHCS and the contractor and after approval by the contracting officer, the inventory list may be updated by adding, deleting or changing item descriptions and quantities. Added items will be priced by the mutual agreement of both parties and the changes will be documented in a written contract modification by VA Contracting Office Officials and signed by both parties.

b. The contractor shall provide a similar or equal item when the stock item is not immediately available for the patient or in the event of an emergency. The substitution of any item shall require prior approval of the Enterostomal Therapy Nurses and or the Chief of Service or their designated representatives and shall be provided at no additional cost to the VHASLCHCS or the VA patients.

c. Order of Products. Orders for ostomy supplies will come from the VA Enterostomal Therapy Nurses for all initial setup requirements and “Custom” order items. Refill supplies may be ordered directly by the VA veterans with the contractor but only the items and quantities listed on the patient’s initial setup by the Enterostomal Therapy Nurses.

(1) The VHASLCHCS will place patient delivery orders, both verbal and written, as requirements issued against this contract to provide for VA patient needs.

(2) Orders will be communicated to the contractor by the Enterostomal Therapy Nurses prior to 11:00AM local time/MST by FAX, e-mail, telephone or other agreed upon method.

(3) VHASLCHCS patients will communicate directly with the contractor for individual needs of ostomy supply refills on a monthly basis.

d. Providing and Delivery of Products. Ostomy supplies shall be provided in 4 ways, two of which are direct delivery; delivery to the Enterostomal Therapy Nurses at the VA Medical Center and local delivery to the veterans within a 30-miles radius of the VA Medical Center. Same day service is not expected on “Custom” order items such as specialized shape pouch openings, peristomal binders, hole tool cutters, or similar types of products. However, delivery is expected within 24 hours after contractor receives the “Custom” items. It will be VASLCHCS that has final determination of products that are considered “Custom” order items in the case of any disagreement or arbitration.

(1) Local delivery to the veteran’s location for orders placed by Enterostomal Therapy Nurse(s) before 11 AM is expected on the same day as the order was placed.

(2) Delivery to the Enterostomal Therapy Nurses at the VA Medical Center of inventory stocked ostomy and gastrostomy items if ordered prior to 11 AM are expected on the same day ordered and not later than 4 PM.

(3) Mailing of inventory stocked ostomy, and gastrostomy supplies to the veteran placed by the Enterostomal Therapy Nurses prior to 11 AM are expected the same day the order is placed.

(4) Mailing of inventory stocked ostomy, and gastrostomy supplies for orders placed by the veteran are expected to occur within 24 hours after order is placed.

e. Direct Patient Care. VASLCHCS patients will call in for ostomy and gastrostomy refill requests for individual needs on a monthly basis. The vendor is required to accept telephone charges from patients calling from long distance phone numbers at no additional charge to the VASLCHCS or to the veteran/patient. If the patient desires, he or she will be allowed to pick up his or her refill order directly from the contractor. Orders will be dispensed from the required inventory/stock list, based on the Enterostomal Therapy Nurses order for individual requests of the veteran. If an item requested by the veteran is not on their prescribed order, or the quantity of an item exceeds the written allowance, authorization by the Enterostomal Therapy Nurse or the Chief of Service or their designated representative shall be required before the order is filled. FAX or e-mail documentation from VHASLCHCS shall follow telephone authorizations. A written copy of all ostomy and gastrostomy orders or a packing slip shall be included for all deliveries to VHASLCHCS. All deliveries to the patient shall include a packing slip or copy of the order.

f. Communication with VHASLCHCS. With the last order in the calendar month, the contractor shall send a letter to the veteran informing them to contact the Enterostomal Therapy Nurse to renew the supply order.

End of Statement of Work