DME Statement of Work.pdf

STATEMENT OF WORK FOR

DURABLE MEDICAL EQUIPMENT SERVICES

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

2. DESCRIPTION OF SERVICES: The Contractor shall provide all equipment and transportation and supervision necessary to provide storage, delivery, assembly and set-up, on-site at Contractor’s facility or in-house at veteran residence or as otherwise specified on the purchase order including instruction and demonstration, and/or pickup of Department of Veteran Affairs (VA) furnished Durable Medical Equipment (DME) which, at the request of the VA facility, can include such items as standard hospital beds with full or half rails, bariatric beds, standard mattresses, specialty beds and mattresses, trapezes, over bed tables, bedside commodes, power wheel chairs, scooters, manual chairs and patient lifts, toilet risers, vertical platform lifts, stair glides, vehicle lifts, vitrectomy recovery tables, continuous passive motion (CPM) machines and pads (for knees, shoulders, etc.), ERMI Flexinator (for knee and ankle), and transfer chairs. At the request of the facility, the contractor shall also offer some equipment for rental (e.g., hospital bed) on a short- or long-term basis as specifically delineated in the pricing schedule. Facilities contracting for services include the VA Montana Health Care System, VA Salt Lake City Health Care System, Sheridan VA Medical Center, Oklahoma City VA Health Care System, and the Muskogee VA Medical Center. The Contractor shall be Joint Commission (JC) Accredited or equivalent in Home - Care and shall maintain accreditation for the duration of the contract. If contractor is not JC accredited, the Contractor shall establish a plan for meeting all JC home care standards, must self-survey and document results quarterly to ensure continuous compliance with JC Home Care standards, and must share results with VA. Compliance with JC Home Care standards is also subject to VA inspection in random unannounced visits at the discretion of the facility. The Contractor shall meet any applicable JC standards. The area of responsibility includes the geographic coverage regions of the participating medical centers as well as their clinical based outpatient clinics (CBOCs). The Contractor shall have an established facility within the geographic area of performance for delivery; pick up, storing and maintainable VA requirements and standards stated in this contract. This requirement has the potential to include multiple vendors due to the extensive catchment areas. For Salt Lake City, a storage facility in Southern Utah, Southeastern Idaho, and Salt Lake City Utah is being requested but not mandatory. VA reserves the right to purchase service open market if the contractor cannot meet the requirements given in this contract with applicable timeframes.

Facility Not needed by DME contractor support

As needed by

DME

Contractor support

VA Montana Health Care System VA Salt Lake City Health Care System No full bed rails, VPL, stair glides vitrectomy tables, CPM machines or pads, ERMI Flexinator, Toilet risers, bedside commodes, transfer chairs

Sheridan VA Medical Center No full bed rails, stair glides vitrectomy tables, CPM machines or pads, ERMI

Toilet risers, bedside commodes, transfer chairs

Areas of Service:

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

Salt Lake City Utah VA Medical Center serves – All counties in Utah except Grand and San

Juan. In Idaho, the counties of Bannock, Bear Lake, Bingham, Bonneville, Butte, Caribou, Cassia, Clark, Custer, Franklin, Fremont, Jefferson, Jerome, Lemhi, Madison, Oneida, Power, Teton, and Twin Falls. In Wyoming, the counties of Fremont, Hot Springs, Lincoln, Natrona, Sublette, Sweetwater, Teton, and Uinta. In Nevada, the counties of Elko and White Pine.

Sheridan, Wyoming VA Medical Center - the Wyoming counties of Big Horn, Campbell, Niobrara, Crook, Johnson, Park, Sheridan, Washakie and Weston, Albany, Carbon, Converse, Fremont, Goshen, Hot Springs, Laramie, Lincoln, Natrona, Platte, Sublette, Sweetwater, Teton, Unita; Montana county of Big Horn; Idaho counties of Bear Lake and Teton; and Utah county of Summit.

Oklahoma City VA Health Care System – the counties of Beaver, Harper, Woods, Woodward, Ellis, Alfalfa, Grant, Garfield, Kay, Noble, Payne, Lincoln, Logan, Kingfisher, Blaine, Major, Dewey, Roger Mills, Custer, Canadian, Oklahoma, Beckham, Washita, Caddo, Grady, Cleveland, Pottawatomie, Seminole, Okfuskee, Pontotoc, McClain, Garvin, Murray, Johnston, Marshall, Love, Carter, Jefferson, Stephens, Comanche, Cotton, Tillman, Kiowa, Greer, Jackson, Harmon; including, COUNTIES IN TEXAS: Wilbarger, Wichita.

Muskogee VA Medical Center – the counties of Tulsa, Wagoner, Cherokee, Adair, Sequoyah, Haskell, Le Flore, Pushmataha, McCurtain, Choctaw, Bryan, Atoka, Coal, Pittsburg, Hughes, McIntosh, Okfuskee, Okmulgee, Creek, Payne, Pawnee, Tulsa, Mayes, Rogers, Washington, Nowata, Craig, Ottowa, Delaware, Osage.; including COUNTIES IN SOUTHERN KANSAS: Chautauqua, Montgomery, Labette, Cherokee, and COUNTIES IN MISSOURI: Jasper, Newton, McDonald. Remainder of counties in Oklahoma covered

Flexinator, Oklahoma VA Health Care System Muskogee VA Medical Center

Rocky Mountain Regional VA Medical Center

No full bed rails, stair glides vitrectomy tables, CPM machines or pads, ERMI Flexinator, Toilet risers, bedside commodes, transfer chairs by Oklahoma City.

Rocky Mountain Regional VA Medical Center – Adams, Alamosa, Arapahoe ,Archuleta, Baca, Bent, Boulder, Broomfield, Chaffee, Cheyenne, Clear Creek, Conejos, Costilla, Crowley, Custer, Delta, Denver, Dolores, Douglas, Eagle, El Paso, Elbert, Fremont, Garfield, Gilpin, Grand, Gunnison, Hinsdale, Huerfano, Jackson, Jefferson, Kiowa, Kit Carson, La Plata, Lake, Larimer, Las Animas, Lincoln, Logan, Mesa, Mineral, Moffat, Montezuma, Montrose, Morgan, Otero, Ouray, Park, Phillips, Pitkin, Prowers, Pueblo, Rio Blanco, Rio Grande, Routt, Saguache, San Juan, San Miguel, Sedgwick, Summit, Teller, Washington, Weld, Yuma

2.1 Objectives: The objective is to provide a full service DME contract that provides requested services 24 hours per day, seven (7) days per week, including holidays.

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

3. REQUIREMENTS

EQUIPMENT PICK-UP AND DELIVERY: The Contractor shall make delivery/pick up of all equipment, supplies, or services within the specified times listed below. If the Contractor is unable to deliver or pick up equipment or supplies for any reason, he/she must immediately notify the station’s designated COR (within 24-48 hours if outside VA working hours). For MT, pick up refers to Contractor picking up patient DME from VA location to deliver directly to patient/caregiver or to take back to Contractor’s storage facility for delivery. Pick up of VA issued/Veteran owned

3.1.1 The equipment shall be assembled in area of the veteran’s choice (Vehicle lifts are excluded from this rule).

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

3.1.3 The VA will pay a flat per job (One trip defined in section 6.12) for deliveries and/or pickups. Jobs outside of a 50-mile radius shall receive payment for mileage. For trips within a 50-mile radius (1 – 50 miles away) of the Contractor’s storage facility and the veteran’s residence, mileage shall not be charged.

3.1.4 The Contractor shall make every effort to consolidate multiple requests to veterans. The Contractor shall be paid a flat ‘per job’ rate for each delivery.

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

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

3.3 DELIVERY ORDERS: The Contractor shall not perform any work without authorization from the

COR or delegated designee and a purchase order (PO) for the service.

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

• Patient Name

• Purchase Order number

• Date of Service

• Proof of delivery that includes:

o Description of each item(s) delivered/picked, including serial numbers o Verification that instruction in use/care of equipment were given to patient/caregiver o Verification that Patient’s Rights and Responsibilities were given to patient/caregiver.

o Patients/caregiver signature

• Charges assessed for the service(s)

• Include a map if a travel fee is included

3.3.2 Routine Delivery Orders: Orders placed by the VA for delivery/pick-up within 100 miles of the Contractor’s storage facility and the veteran’s residence shall be completed within 48 hours of notification from the COR or designee. Orders placed by the VA for delivery/pick-up outside of 100 miles from the Contractor’s storage facility and the veteran’s residence shall be completed within 3 business days of notification. If Contractor is unable to meet this timeline, the Contractor must contact the COR or designee by email or phone with follow up email detailing the reason for the delay of service or delivery.

3.3.3 Emergency Delivery Orders: The Contractor shall have telephone number and standby personnel ready to provide 24-hour emergency service. Emergent orders placed for delivery/pick-up within a 100-mile radius of the Contractor’s storage facility and the veteran residence shall be identified as “emergent” and shall be completed within 12 hours of notification. Orders placed for service outside of 100 miles radius of the Contractor’s storage facility and the veteran’s residence shall be completed within 24 hours of notification. The COR or appointed designee must approve ALL emergency orders before delivery. If Contractor is unable to meet this timeline, the Contractor must contact the COR or designee by email or phone with follow up email detailing the reason for the delay of service or delivery.

3.3.3.1 If the Contractor is unable to provide delivery or pick-up within the specified timeframe, the

Contractor shall immediately notify the COR or appointed designee with an explanation as to why they are unable to perform service. Notification shall allow sufficient time for the COR or appointed designee to seek other alternatives and/or remedies necessary to complete the required services.

Phone notification to be followed by an email within 24-48 hours indicating date and time of phone notification and reason for inability to provide service or delivery.

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

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

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

1. Faxed VA Purchase order (PO).

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

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

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

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

2. Invoice and charge slip within five (5) calendar days of services rendered

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

3.6.1 Patient/Caregiver Education: The Contractor shall provide instruction and demonstration of the safe operation of the equipment, cleaning, maintenance, storage, emergency preparedness and contact information. Education requires a return demonstration and/or assessment of veteran/caregiver understanding. Education must be given verbally and in writing. Initial set up of equipment will be accomplished by a qualified individual.

3.6.2 Upon completion of delivery, set-up and training service, a manufacturer's instruction booklet shall be furnished to the client. The Contractor is responsible for obtaining manufacturer's instructions for all equipment. The Contractor shall provide instructions to the patient and/or caregiver on the safe and appropriate and safe use of the medical equipment being supplied. The Contractor shall demonstrate proper usage and visually observe the veteran or caregiver properly using the equipment.

The Contractor shall also include verbal discussions on the storage and handling of the involved equipment, required maintenance and electrical safety.

3.7 TRACKING: The Contractor shall establish a tracking system for identifying and tracking VA orders by the purchase order number and by the veterans receiving the services. Upon request the Contractor must be able to provide the status for open orders which include the dates and times of appointments, names of individuals contacted, and estimated completion dates. An online tracking system the VA can view as needed and retrieve invoices, provided by the contracting vendor is encouraged.

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

3.8.1 All VA owned home medical equipment shall be stored by the Contractor in an established warehouse until delivered to the veteran. Contractor is to provide a specified secure and contained storage area for storage of VA owned equipment and supplies picked up from or shipped from VA. VA equipment cannot be mixed with the Contractor’s equipment.

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

• First initial of the individual’s last name

• The last four (4) numbers of the patient’s social security number

• The purchase order number used by the VA to purchase equipment

• The purchase order number used for the delivery of the equipment

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

Facility Minimum Storage

Space Unit

VA Montana Health Care System 1,500 sq. ft.

Salt Lake City Health Care

System 3,500 sq. ft.

Sheridan VA Medical Center 1,200 sq. ft.

Oklahoma VA Health Care

System 3,000 sq. ft.

Facility Maximum Distance Unit VA Montana Health Care System No maximum distance mi

VA Salt Lake City Health Care System 50 mi Sheridan VA Medical Center No maximum distance mi

Oklahoma VA Health Care System 25 mi Muskogee VA Medical Center 50 mi

Rocky Mountain Regional VA Medical Center No maximum mi

Muskogee VA Medical Center 2,500 sq. ft.

Rocky Mountain Regional VA

Medical Center 2,000 Sq. ft

3.8.4 Storage area must conform to all applicable state, local, and National Fire Protection Association

(NFPA) codes. In addition, the storage area shall meet all State requirements for insurance and shall be insured against loss or damage of government property at the contractor’s expense.

3.8.5 Clean storage area must be segregated from the dirty area by a physical barrier and both areas must be clearly identified. While in storage, all equipment and parts shall be maintained in separate locations denoting “clean/ready-to-use” and “contaminated/awaiting proper cleansing procedures.”

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

3.8.7 Prior to award of this contract, the Contractor’s facility shall be inspected by representatives of the

VA Medical Center. Failure to provide acceptable storage will be cause for rejection of an otherwise successful offer. After award of the contract, the COR shall have access to the storage area during normal VA working hours from 8:00 a.m. to 4:30 p.m. for the purpose of inspecting Government Furnished Property (GFP).

3.9 VEHICLES: All vehicles used to transport DME, or supplies, must be licensed and meet the minimum requirements as mandated by the Department of Transportation for the state in which services will be rendered, to include insurance at the contractor’s expense. The vehicles must be kept clean and ready for inspection by COR or designee at any given time. The vehicle shall possess an area to house clean/patient ready equipment, and a separate area to house unclean/dirty equipment.

Clean equipment shall not be intermingled with dirty equipment and vice versa. All equipment shall be properly secured in its designated area before being transported. The Contractor shall secure vehicles housing any VA inventory when left unattended. All delivery vehicles shall contain the following:

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

• First Aid Kit

• Eye Wash Kit

• Waterless Alcohol Based Hand Cleaning Solution

• Infection/Hazard Bags

• Fire Extinguishers (Optional)

3.10 GOVERNMENT FURNISHED PROPERTY (GFP): Government-furnished property shall include DME that the VA purchases from third-party vendors or from other contracts. Upon request from the COR or designee, the Contractor shall pickup DME equipment from the VA facility and deliver it to the Contractor’s storage facility. The VA may choose to have equipment shipped directly to the Contractor’s storage facility to expedite delivery to the veteran beneficiary.

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

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

3.10.3 The Contractor shall provide an adhesive label with the VA Prosthetic and Sensory Aids

Service (PSAS) name and telephone number shall be placed on the equipment in an obvious location so that the patient and/or caregiver knows where to call to report malfunctions. Contractor shall not include their information on any VA equipment provided.

3.11 Special Notifications: All accidents, malfunctions, injuries, death, and equipment recall(s) related to the provision, delivery and use of DME shall be immediately (within 24 hours of occurrence) reported to the COR or designee of the VA facility for which services are being provided. Cleaning: The Contractor shall wash equipment and/or supplies with hospital grade detergent/disinfectant, label equipment and/or supplies with tag indicating date of cleaning, bag equipment and/or supplies and return to a non-contaminated storage area for future reissue.

3.12 Disposal of Equipment: Items picked up, which are then determined to be non-serviceable by the Contractor, must be tagged and stored separately for inspection and final determination by the COR.

The VA will make final disposition of all items. If bedbugs are identified by the Contractor during pick-up, the Contractor must contact the COR immediately to let them know as no VA equipment containing bedbugs will be picked up from veteran’s residence.

3.13 Contaminated Equipment: Standard precautions shall always be used when handling contaminated equipment/items. Gloves shall be worn when handling items soiled with blood and/or body fluids.

Hands shall be washed before and after visiting each patient’s residence and when gloves are removed. Contaminated equipment will be separated from clean equipment. Contaminated equipment recovered by Contractor will be disposed of at their facility, not at patient’s/caregiver’s residence.

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

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

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

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

3.15.3 Contractor agrees to visits by a VA representative accompanied by the COR or his/her designee to review the contract services provided to the VAMC at no extra cost to the Government.

3.16 PERSONNEL: The Contractor shall provide all qualified personnel to perform services described within the Statement of Work.

3.16.1 The prices established in the schedule of items and/or services shall include services of the

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

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

3.16.3 The driver shall be manufacturer certified to perform the following services on all DME:

• Assembly, disassembly, maintenance, and operation of all inventoried equipment

• Training, to include offering clear and concise instructions and demonstration on maintenance and operation of equipment to veteran beneficiaries and/or caretakers

• For group 3 chairs, Assistive Technology Professional (ATP) certification is required for driver setting up DME. If no certified ATP is available, the VA COR or designee has option to go off contract. Certification through RESNA or equivalent.

• Proper state licensure to install elevators is required for VPL installations.

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

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

3.16.6 Contractor shall provide and document employee orientation, ongoing employee education and ongoing assessment of employee competency for all employees involved with the services covered under this contract. He/she must be able to demonstrate a high level of competence to assure proper assembly of equipment. Documentation to be forwarded to COR or designee within 30 calendar days of receipt of certification, to include any new certificates received from contracted vendor employees. Contractor shall provide and document orientation programs for all employees involved in the delivery of services under this contract within 30 days of employment. Thorough evaluation and documentation of the employee’s ability to properly adhere to the requirements of the services established herein shall be included. Documentation shall be forwarded to COR or designee within 30 calendar days of receipt of new program/device certification.

3.16.7 The VA requires contractors to receive their annual flu vaccine before November 1 of each year and documented in the employee file they have received their annual flu vaccine. The Covid vaccine must also be documented in all employee records. These records may be viewed during the site visit or inspection upon request. If an exemption is requested by the employee to forgo either vaccine this must be in accordance with government accepted documents to show the contractor and its employees are compliant to do business with the VA Medical Center and Veterans are being protected against contagious flu and covid viruses

3.17 INVENTORY: Contractor shall be required to maintain equipment inventory on all VA owned equipment and supplies to ensure that the specified equipment and services are always readily available. Depending on the station, a weekly, monthly, or bi-monthly report of VA owned equipment and/or supplies in storage shall be faxed or emailed to the COR or designee by 4:30 p.m. MST on the 1st and 3rd Tuesday for the VASLCHCS; the 1st Tuesday of every month for the VA Montana and the Sheridan VAMC; and every Tuesday for OKCVAHCS, and the Muskogee VAMC showing the inventory on hand at the close of business on the preceding Friday. The inventory will include item description and serial numbers of both new and refused equipment. Each VA Facility will establish an initial stock level of all equipment and supplies and a re-order point where the Contractor is required to immediately notify the COR for stock replenishing. Inventory shall be faxed to each facility as stated below:

Facility Inventory Report Frequency Fax Number VA Montana HCS Monthly 406-447-7948 VASLCHCS Weekly 801-584-2536 Sheridan VAMC Monthly 307-675-3910 Oklahoma VAHCS Weekly 405-456-1532 Muskogee VAMC Weekly 918-577-3623 Rocky Mountain Regional VA

Medical Center Monthly Sean.badoud@va.gov

3.17.1 Inventory reports shall include all receipts and delivery tickets of deliveries of VA equipment (identified by veteran identification of last name, first initial, last 4 of social security number-if known); purchase order of obligated services, date of services provided and equipment identification to include manufacturer, make, model, serial, and lot numbers as applicable, and condition of equipment as new as well as a notation if the equipment was refused.

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

3.17.3 The Contractor shall establish and maintain a system of control to protect and preserve all

Government property. The Contractor shall have established written procedures to deliver, recover, and receive items. Such procedures shall address the separation of clean and unclean equipment in the storage area, delivery, and recovery of refused DME items.

3.17.4 The Contractor shall be responsible for the security of all inventory items received for the

VA. Loss, misuse or destruction of any materials issued by the Contractor shall subject the Contractor to a claim for damages equal to the full cost of repair or replacement by the VA.

3.17.5 Source of Information: The Contractor awarded a contract in response to this solicitation will conduct business only with the COR or delegated designee of the VA Medical Center requesting services and in no circumstances deal directly with or solicit veterans of the VA without prior authorization from the COR or his/her designee.

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

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

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

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

3.19 NOTIFICATION SYSTEM: The Contractor shall maintain a log of all equipment delivered to veterans to allow for immediate notification of veteran’s place of residence and identification in the event of equipment recall. The Contractor shall have a system of notification for all equipment hazards, defects and recalls and an effective recall plan. This plan shall be housed at the Contractor’s main office, the storage facility and one (1) copy must be submitted to the COR. At the discretion of the VA, contractor shall provide recall information on any recall actions.

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

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

3.20.1 Conducting screenings of employees so that the workforce consists of responsible, qualified, and trustworthy personnel.

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

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

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

3.20.5 All VA records and administrative information shall be stored in a secure cabinet. The

Contractor shall develop procedures to e nsure that all patient sensitive information and records are locked up. All VA records shall be kept out of customer’ s sight and separate from all other Contractor records.

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

3.21 INSPECTIONS: At any time during contract performance, the VA Inspection Team, Safety

Engineers, or the Joint Commission may inspect the Contractor’s facilities to assess the condition and maintenance records of vehicles and equipment, as well as compliance with the contract requirements and recordkeeping.

3.22 ACCREDITATION REQUIREMENTS: The Eastern Colorado Health Care System(ECHCS), Oklahoma City Health Care System (OKCVAHCS) and Eastern Oklahoma VA Health Care System must be Joint Commission Accredited as equivalent standards are not permitted for this station. All other stations to include the VA Montana Health Care System, the VA Salt Lake City Health Care System and the Sheridan VA Medical Center will permit standards equivalent to the JC standards. If not Joint Commission (JC) accredited, offerors are required to meet standards of the Joint Commission (JC) throughout the contract and shall demonstrate JC or equivalent compliance prior to contract award. The Government reserves the right to determine an offer ineligible for award based on offeror’s failure to satisfactorily provide evidence of their ability to meet JC standards. If contractor is not JC accredited, the Contractor shall establish a J C compliance program that will be subject to VA inspection on a quarterly or more frequent basis.

4 QUALITY CONTROL

4.1 Quality Control Program: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with Statement of Work (SOW). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is how he will assure himself and the VA that his work complies with the requirements of the contract. After acceptance of the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. This plan is to be provided to the COR within 30 days of issuance of the contract.

5 QUALITY ASSURANCE

5.1 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Control Program submitted by the Contractor.

5.2 Performance Requirements Summary: The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

* These are critical elements that must be successfully performed. The government recognizes there are events beyond the Contractor’s control that may impede or stop the performance, however, if the Contractor does not immediately or as soon as practicable; notify the government of the delay or inability to perform, the Contractor will be held to the disincentive above.

6 DEFINITIONS

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

6.2 Contracting Officer Representative (COR): Contracting Officer Representative is a VA staff person who serves as the point of contact for issues relating to the administration and coordination of services provided under this contract. The COR has no authority to make changes to the Contractor terms

Performance Objective

Standard Performance Threshold

Method of Surveillance

Disincentive

1 Quality/Condition Equipment No defective Notification of Defective of equipment and delivered to equipment is equipment failure equipment or/supplies being veteran’s permitted to be will be given by delivered to delivered to Veteran homes/VA delivered to the veteran veteran beneficiary or VA facilities shall be veteran beneficiary beneficiary/facility facility. non-defective, beneficiary/facility. and/or caregiver will be repaired working, clean to the COR or and/or replaced at and in very good designee (See the Contractor’s condition. section 3.10.2). expense.

The Contractor shall perform electrical safety inspections on all VA equipment prior to delivery to ensure physical integrity (See section 3.19.6.2).

2 Timeliness of

Routine and Emergent Delivery Orders

Routine and emergent delivery orders must be acted upon within the timeframes specified in Section 3.3.2 and 3.3.3.

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

Submission of invoices and charge slips (see section 3.5)

Contractor’s failure to furnish services within specified timeframes will result in being charged for all costs over the pricing schedule (see section

3.3.3.2 and 3.3.3.3.)

which affect contract prices, quality, quantities or delivery terms and conditions.

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

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

6.5 Defective Equipment: Equipment that does not meet the standard listed within the Statement of Work.

6.6 Excusable Delays: Severe weather as evidenced by severe weather warnings by the National Weather

Service along regular delivery route are excusable delays. To include death of DME employee or covid that has shut the contractor facility down (all employees have been infected) for 5 calendar days or following the CDC guidelines on quarantine for all employees.

6.7 Federal Holidays: The following is a list of the federal holidays observed at the Veteran Affairs

Medical Center (VAMC) and CBOCs.

New Year’s Day January 1st Dr. Martin Luther King’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th

Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

It should be noted that if a holiday falls on a Saturday, it is observed on Friday. If a holiday falls on

Sunday, it is observed on Monday.

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

6.9 Major-type Equipment: Delivery and set-up of major-type equipment includes vertical platforms lifts, stair glides, and vehicle lifts. These are equipment examples, and all may not apply to all stations

6.10 Minor-type Equipment: Delivery and set-up of minor-type equipment includes power wheelchairs, transfer chairs, trapezes, bedside commodes, over bed tables, scooters, transfer poles and toilet risers.

6.11 Moderate-type Equipment: Delivery and set-up of moderate-type equipment includes standard hospital beds with half rails, bariatric beds and specialty beds and mattresses. (Some stations may request full bed rails)

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

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

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

Based on the SOW the following documents should be included in your technical proposal:

A. Contents of Delivery Packet to include -

• Patient Rights and Responsibilities

• Home Safety Check

• Patient Education and Instruction

• Patient Handouts

B. Policy & Procedure Manual to include -

• Employee Orientation Program and Competencies

• Recall System

• Infection Control

• Safety

• Sanitation

• Reporting and Resolving Patient Complaints

• Records Management

• HIPAA Compliance

C. Quality Control Program