RFQ - 36C24524Q0819 - Baltimore DME.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24524Q0819 08-28-2024

Darcy Gray; darcy.gray2@va.gov N/A 10-02-2024

12:00 PM EDT

Department of Veterans Affairs

VAMC(688)

50 Irving Street NW Washington DC 20422

X 100

X

621610

$19 Million

N/A

VAMC (512)

Prosthetic & Sensory Aids Service 10 N Greene Street Baltimore MD 21201

VAMC (688)

Darcy Gray 50 Irving Street NW Washington DC 20422

PAYMENT WILL BE MADE BY

Purchase Card Only Instructions for Submitting Invoices:

See Page 25

See CONTINUATION Page

Contractor shall provide Durable Medical Equipment (DME) and Services as described in the Performance Work Statement (PWS).

Contractor shall be responsible for correct wages, titles, and compliance with all applicable wages and hours laws.

Period of Performance shall be from January 1, 2025 through December 31, 2029.

See Section E.1 for Instructions for Submission of Proposals.

All questions shall be submitted in writing by 12:00 PM on September 13, 2024.

See CONTINUATION Page

Paschal Dawson Contracting Officer

36C24524Q0819

Table of Contents

SECTION A

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

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-2 CANCELLATION UNDER MULTI-YEAR CONTRACTS (OCT 1997)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.9 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) .. 53

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.12 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

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

C.13 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.15 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 WAGE DETERMINATION SCHEDULE

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

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

SERVICES (NOV 2021)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) .. 102

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

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Business Name

Address

City/State/Zip Code

Unique Entity ID (SAM UEI#)

Point of Contact

Email Address

Telephone Number

b. GOVERNMENT:

Paschal L. Dawson, Contracting Officer 36C245 Darcy Gray, Contract Specialist 36C245 Department of Veterans Affairs Department of Veterans Affairs NCO 5 Contracting Office (90C) NCO 5 Contracting Office (90C) 1 Boiler House Road, Bldg. 101C, Rm 4 50 Irving Street NW Perry Point, MD 20922 Washington, DC 20422

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

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

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Paid by Purchase Card

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

Payment will be made by Government Purchase Card.

Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

710.00 EA __________________ __________________

Zone 1 - SETUP AND DELIVERY/PICKUP Contract Period: Year 1 POP Begin: 01-01-2025 POP End: 12-31-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: Q201 - Medical - Managed Healthcare

240.00 EA __________________ __________________

Zone 2 - SETUP AND DELIVERY/PICKUP

POP Begin: 01-01-2025 POP End: 12-31-2025

100.00 EA __________________ __________________

Zone 3 - SETUP AND DELIVERY/PICKUP

POP Begin: 01-01-2025 POP End: 12-31-2025

Contract Period: Year 2 POP Begin: 01-01-2026 POP End: 12-31-2026

Contract Period: Year 2 POP Begin: 01-01-2026 POP End: 12-31-2026

Zone 3 - SETUP AND DELIVERY/PICKUP Contract Period: Year 2 POP Begin: 01-01-2026 POP End: 12-31-2026

Contract Period: Year 3 POP Begin: 01-01-2027 POP End: 12-31-2027

POP Begin: 01-01-2027 POP End: 12-31-2027

POP Begin: 01-01-2027 POP End: 12-31-2027

Contract Period: Year 4 POP Begin: 01-01-2028 POP End: 12-31-2028

POP Begin: 01-01-2028 POP End: 12-31-2028

POP Begin: 01-01-2028 POP End: 12-31-2028

Contract Period: Year 5 POP Begin: 01-01-2029 POP End: 12-31-2029

POP Begin: 01-01-2029 POP End: 12-31-2029

POP Begin: 01-01-2029 POP End: 12-31-2029

GRAND TOTAL

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

710.00 January 1, 2025

240.00 January 1, 2025

100.00 January 1, 2025

710.00 January 1, 2026

240.00 January 1, 2026

100.00 January 1, 2026

710.00 January 1, 2027

240.00 January 1, 2027

100.00 January 1, 2027

710.00 January 1, 2028

240.00 January 1, 2028

100.00 January 1, 2028

710.00 January 1, 2029

240.00 January 1, 2029

100.00 January 1, 2029

B.4 PERFORMANCE WORK STATEMENT

VA MARYLAND HEALTHCARE SYSTEM (VAMHCS)

DURABLE MEDICAL EQUIPMENT (DME) AND RELATED SERVICES

1. BACKGROUND:

VA Maryland Healthcare System (VAMHCS) has an ongoing requirement for the pickup, setup, delivery, repair, install, infection control, storage, sanitization, and patient training/instruction in-the-use of Government-owned Durable Medical Equipment (DME). The Contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Patient Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The Contractor shall furnish all storage, labor, transportation and equipment required to provide durable medical equipment to eligible beneficiaries within the geographical jurisdiction and Primary Service Area of the VA Maryland Health Care System (VAMHCS), which includes VA Medical Centers located in Baltimore, Loch Raven and Perry Point, MD. All work performed will be in accordance with The Joint Commission (TJC).

Contractor shall be required to comply with all specifications and to adhere to the standards of care as designated within this contract and in compliance with TJC standards, to include cleaning, storing, maintenance, education, set-up, patient home safety, and inventory as required to meet the standards described in the Equipment Management Chapter of the Home Health Care standards as prescribed by

TJC.

2. SCOPE:

Baltimore VAMC: 10 North Greene Street, Baltimore, MD 21201 Loch Raven VAMC: 3901 Loch Raven Boulevard, Baltimore MD 21218 Perry Point VAMC: 361 Boiler House Road, Perry Point, MD 21902

Period of Performance: January 1, 2025 through December 31, 2029

The Contractor shall be responsible for providing suitable durable medical equipment (DME) to beneficiaries of the Department of Veterans Affairs (VA) at their residences. Orders for the specified services will be placed by three (3) VA facilities in VISN 5 using government purchase cards. This contract does not include purchase or rental of DME by the Government from the Contractor. All DME shall be Government-owned or provided. Service shall consist of taking the item from the Contractor's storage facility and delivering it to the Veteran or may require pickup at the VA medical center (VAMC) and subsequent delivery to the beneficiary's home. After removal of DME from a Veteran's residence, the Contractor may return the equipment to the contractor's storage facility or the VAMC but only after performing any required service, such as cleaning /repair of DME.

The Contractor shall provide all supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, assembly/set-up, repair, pick-up and Veteran training/instruction-in-the-use of Government-owned DME and Telehealth program items. The Contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Veteran Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The Veterans under this contract are served 24 hours a day, seven days a week, including holidays by three (3) VISN 5 Baltimore VAMC, Loch Raven VA Community and Rehabilitation Center and Perry Point VAMC, MD. The area of service shall be all Veterans serviced by these three (3) VISN 5 VAMC's, including surrounding areas, regardless of where Veteran resides.

Should a Veteran(s) be located within a zone that is not listed for that particular VAMC, but is within a zone listed through a separate VAMC, the Government reserves the right to purchase the services from the Contractor awarded the contract for the zone that the Veteran resides in. The geographical boundaries have been detailed in Section 4 herein and have been determined as the areas of responsibility/jurisdiction for each local VA Medical Center.

3. PERFORMANCE REQUIREMENTS:

3.1 Response Times:

The Contractor shall contact the Veteran for an appointment within one (1) calendar day of notification from the individual VAMC's Contracting Officer Representative (COR) request for service and shall be delivered and/or picked up no later than three (3) calendar days from date of order to deliver, unless the Veteran requires a later date which will be noted in the Veteran record. The Contractor shall provide on call services after hours, weekends and holidays. The Contractor shall accept emergency telephone calls from the COR and/or the Veteran. The Contractor shall respond to the phone call within one (1) hour of notification.

3.2 Emergency Procedures:

An Emergency is defined as a sudden, urgent, unexpected occasion requiring immediate action with a need for help or relief. The Contractor shall use reasonable, sound judgment in determining whether a true emergency exists which requires immediate attention to constitute an emergency visit or whether the problem can be resolved by telephone troubleshooting with the Veteran or caregiver. The COR shall be notified of the emergency on the next business day. Emergency visit charges may be applied for visits that are stat, after hours, weekends or holidays.

3.3 Standard of Care:

The Contractor shall meet The Joint Commission (TJC) standards (the most current update) in the performance of this contract. The Contractor shall also be responsible for obtaining all necessary permits and/or licenses required to perform services under this contract. The Contractor shall abide by the State laws and regulations in which services are performed. The Contractor shall comply with Department of Transportation (DOT) www.dot.gov/regulations.com , Federal Drug Administration (FDA) http://www.fda.gov/default.htm , National Fire Protection Transportation (NFPA) www.nfpa.orgicodes-and-standards.com, Occupational Safety and Health Association (OSHA) regulations www.osha.gov , and all current standards for suppliers of DME in the most current annual publication titled, "Accreditation Manual for Home Care" www.jointcommission.org/accreditation/home care.org . All subcontractors are subject to the same requirements as the prime contractor. The Contractor shall be responsible for verifying that education and training are consistent with applicable legal and regulatory requirements and hospital policy; that the employee is licensed, certified, or registered and that the individual is knowledgeable for his or her assigned responsibilities. The Contractor must provide the COR evidence of these requirements.

3.4 Transition Period:

A 30-day phase in/phase out period, effective on the contract commencement date, is required in order to facilitate a potential change in contractor upon expiration of the current contract and to ensure continuity of service for Veteran care. This period shall be designated as a period for the transfer of Veterans from the incumbent to the successor contractor. A transaction schedule shall be provided to both the incumbent and successor contractor. During the phase in phase out period, the successor contractor shall contact the COR with a list of Veterans the successor contractor has set up each day. The successor contractor shall notify the incumbent contractor of these Veterans. The successor contractor shall provide the Veterans name, address and telephone number of the Veteran, list of government-owned equipment at Veteran residence and current prescriptions. The successor contractor shall not receive any payment for the Veteran until it is confirmed that they have completed the set-up of DME requirements. The initial month http://www.fda.gov/default.htm of service will be prorated. The cost of relocating existing inventory from the incumbent VA contract storage place to the successor contractor's facility shall be borne by the successor contractor. This includes any deficiencies the incumbent contractor may or may not have accomplished. Therefore, it is advised that the Contractor view the storage site. Both contractors shall work closely together to assure a smooth easy transition for the Veteran.

3.5 Storage and Inventory Management:

The Contractor shall provide and maintain adequate storage to accommodate VA owned equipment including items picked up for repair. The estimated cost for warehouse storage usage will be included in the Rate for Individual Trips to Zone unit cost. The minimum net usable square footage is provided below as an estimation base. The Contractor shall be responsible for determining the actual amount of storage space required. It is recommended that a review of the site is conducted by the Contractor to ascertain the actual square footage required. After storage site is determined, the Contractor shall contact the COR for approval.

a. The equipment that will be stored in the warehouse will include but not limited to:

(i) Full Electric and Bariatric Beds

(ii) Foam and Low Air Loss Mattresses

(iii) Power and Manual Patient Lifts

(iv) Various sizes and styles of Slings

(v) Over the bed and Free-Standing Trapeze

(vi) Bed Rails

(vii) Bed Extenders

(viii) Over the bed tables

b. The stored equipment shall be maintained in a safe, clean, dry, well-secured and orderly arrangement to prevent damage and to facilitate periodic unannounced inventory inspections conducted by VA officials.

This storage shall be provided separate and apart from all other contractor owned equipment and supplies.

c. The Contractor's storage and repair facility shall be within the county of each individual VAMC or a border county, due to requirements for frequent VA inspections and pickups at the VAMC. The storage facility shall be a storefront facility.

d. Six clearly delineated areas will be designated:

(1) Staging Area - all VA owned equipment going to the Contractor's facility shall be unloaded from the delivery truck into the (IN) staging area and sorted. New items shall be unpackaged, if necessary, inspected for damage, and placed into the appropriate action area. All other recovered used equipment shall be placed in the Pending Assessment area.

(2) Pending Assessment Area - The equipment shall be inspected and evaluated to determine whether the equipment is worthy of reissue.

(3) Repair Area - Should repairs be needed the Contractor shall submit an estimate of charges to the COR and will not proceed with work unless a separate purchase order/credit card authorization is issued. Quotes shall be itemized with parts, prices, and labor, time, and whether a five (5) day turnaround for repair can be met. No charges shall be made for the estimate.

Payments for labor on repairs shall be made in accordance with the price schedule for the hourly rates in the schedule. The Contractor will be responsible for incidental parts, not for major parts.

Travel shall be included under the trip charge.

(4) Junk/Scrap Area - All equipment which cannot be re-issued, based on excessive repair costs or being obsolete shall be kept in this area. During periodic site visits, the COR shall assess the equipment in this area to determine final disposition. The Contractor will dispose of scrap/junk.

(5) Ready for Issue Area - All equipment in this area will be cleaned, in excellent working condition and ready for issue to the Veteran. This equipment shall be tagged and stored awaiting instruction from the COR. Government property shall be identified and tagged with consecutively numbered permanent stickers.

(6) Staging (out) area - All equipment ready for delivery to the Veteran shall be placed in this area pending loading.

e. The above areas must house items in Contractor's immediate location and shall provide a full-time accessible employee with phone available from 8:00 a.m. to 4:00 p.m. Monday through Friday, excluding government holidays. The storage facility shall be wheelchair accessible. Should the Veteran pick up equipment/supplies from the Contractor's facility when authorized by the COR, no delivery charges shall apply.

f. The Contractor shall be directly responsible and accountable for all government property while it is under its possession and shall establish and maintain a system to control, protect, preserve, and maintain item(s) in optimal condition. The government property shall be used only for performance under this contract.

g. The storage facility shall be equipped with adequate electrical outlets for testing of electrical equipment.

h. The Contractor shall maintain an electronic, detailed, running inventories list for all items in storage.

The listing shall be legible and formatted to show type of equipment by brand name, model, serial or tag number and condition of the equipment in the following categories: Medical Equipment, Ambulation Aids, and Miscellaneous. An electronic copy of the current weekly inventory, at the close of business on the last working day of each week, shall be submitted electronically and/or faxed to the COR of the applicable VAMC no later than close of business (COB) Friday of each week. The inventory list shall include all items issued to beneficiaries by beneficiary name, address, date of delivery and serial number, if applicable. The inventory shall separately list equipment that is ready for issue, equipment that requires repair, and equipment to be salvaged. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The Contractor shall maintain an adequate bookkeeping system (approved by each COR of each VAMC) which shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility.

3.6 Vehicle Requirement/Shipping:

a. The Contractor shall have a covered vehicle to make pick-up and deliveries to Veterans. The vehicle shall be clearly marked easily identifying the Contractor.

b. The vehicle shall be decontaminated monthly at a minimum. The vehicle shall be decontaminated each time a piece of contaminated equipment is picked up. The vehicle shall be clean at all times and subject to an unannounced inspection by COR of the applicable VAMC. It shall also be equipped to separate clean equipment from dirty. Each side shall be clearly marked as "Clean" or "Dirty" Clean equipment shall be kept in clear plastic bags. Dirty equipment shall not be kept in plastic bags. The vehicle shall be in accordance with JC standards.

c. All delivery trucks shall maintain a sufficient stock of essential and frequently used parts to facilitate repair in the home, especially repairs of manual/electric beds, Veteran lifts, and low air loss mattresses.

d. If requested by the COR and approval of additional cost by COR and Contracting Officer, the Contractor shall ship items by parcel post or other commercial means rather than delivering with company-owned vehicle. The Contractor shall prepay shipping charges and will submit paid freight documents with the invoice for reimbursement. The Contractor shall be held liable for any loss or damage during shipment. The Contractor shall provide proof of delivery on all direct deliveries. The only acceptable items of proof are listed below:

(1) Certification of receipt signed by the beneficiary

(2) Signed Bills of Lading

(3) Freight Bill

(4) Parcel Post Receipt

(5) Signed Receipt from the Carrier

(6) UPS — signed Certification by contractor that UPS was utilized.

e. If equipment is drop shipped to a Veteran’s home from the equipment manufacturer, for Veterans within the provided service area, the Contractor may be instructed to set-up/assemble and provide the same training and care as a delivered piece of equipment.

3.7 Delivery/Removal of Equipment:

a. The COR shall initiate trips for pick-up and delivery with the Contractor, by means of a VA pickup and delivery form which will be submitted by each individual VAMC. The Government may fax the request.

The Contractor shall be furnished the name, social security number, address, and phone number of the individual to whom deliveries/pick-ups are intended. The Contractor shall be responsible for verifying the address of the Veteran and ensuring that they are home when delivery is scheduled. The VA assumes no liability for additional trips required if the Veteran is not at home when deliveries are attempted. The Contractor shall maintain a trip log enabling the COR to verify trips scheduled on a given day. Trip cost shall be determined at the time the delivery/pick-up authorization is prepared and provided to the Contractor. Items for delivery shall be picked up at the VA Medical Center warehouse and/or Contractor's place of storage. Occasionally, it shall be necessary for the Contractor to pick-up equipment from the Veteran's residence and deliver it back to the Medical Center/place of storage.

The equipment that will be delivered will include but not limited to:

Item Item # Hospital Bed GBED-57 Mattress SPS1080 Half Rails G30 Full Rails G29 Alternating Pressure Pad System CG9701 Pressure Pad Replacement CG9702 Electric Patient Lift GRPL450-1 Hoyer Lift Slings GR110-113 Trapeze Bar G7740P Over Bed Table 6418 I V Pole 6681 Shower Chair 9781 Bedside Commode 9630-4 Bariatric Drop-Arm Commode 6497

Toilet Seat W/O Arms 1301RTS Toilet Seat With Arms PB408 Transfer Bench 9670 Versaframe PB416 I-Class Tub Bar 710-4 Bariatric Bed Package BARPKGIVC-1633 Bariatric Mattress BARMATT42 Arcorails NC94265 Legacy 600 Rollator D1522397 Legacy Basket D12530 Maxi 550 Rollator D12122 Maxi 650 Rollator D12120 16" Wheelchair GVTRSX56 18" Wheelchair GVTRSX58 20" Wheelchair GCTRSX50 Travel Chair EJ782-1 Padded Transfer Bench 7955-A Padded Bath Seat w/Arms 7945A 12” Grab Bar 40033A 16” Grab Bar 40433A 18” Grab Bar 40133A 24” Grab Bar 40233A 32” Grab Bar 40333A Drop Arm Commode PB413 Transport Wheelchair 9105 Fire Safety Valves RES010

b. For trips requiring either delivery or pick-up, the cost is based upon the trip charge listed in the pricing schedule. For trips requiring delivery and pick-up at the same residence, only one trip will be paid for.

The Contractor shall pick up government-owned equipment from the VA designated area and store the equipment within its facility at no additional pickup/delivery charge. Trip charges include all mileage.

c. All deliveries/pickups for the Veteran shall be made between the hours of 8:00 a.m. to 6:00 p.m.

Monday through Saturday, unless prearranged by the Veteran or authorized representative with the contractor. Telephone calls to schedule appointments shall also only be made between the hours of 8:00 a.m. to 6:00 p.m. Prior to each delivery or pickup arrangements shall be made with the Veteran, advising him/her of the approximate time of arrival. If an unforeseen situation arises that shall delay the contractor's time of arrival, contact shall be made with the Veteran notifying he/she of the same. If the pick-up/delivery call is made more than 24 hours in advance, the Contractor must make a reminder call within 24 hours of the scheduled pick up/delivery.

d. The Contractor personnel shall wear photo identification badges and vehicle identification when providing services or making deliveries to Veteran's home. Such badges shall show the company name, employee's name, and the employee's picture. The Veterans served by these VAMC's may have significant physical disabilities or chronic illnesses that in many cases influence their behavior and lifestyle. It is of the utmost importance that the highest level of professionalism be demonstrated when Veteran/caregiver contact is made. The Contractor is expected to demonstrate concern, compassion, and patience with each contact. The Contractor should incorporate special training on working with older Veterans for all staff providing services under this contract. The Contractor shall ensure that all personnel providing services under this contract are properly trained and have demonstrated an acceptable level of skill in setting up and instructing Veterans and caregivers on its safe and proper use. Beneficiaries shall not be solicited at any time.

e. The Contractor shall set up/install DME equipment as instructed by the designated COR. The area of set up is the Veteran's preference. The Contractor shall prepare the site in the Veterans' home and unpack and assemble the equipment in a usable condition. The Contractor is responsible for removing all packing materials that are on-site. No additional charges shall be made for installation of new equipment or supplies. Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government. The Contractor shall ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment of related trip to complete the delivery. The Contractor is not expected to relocate Veteran's furniture to make space for equipment being delivered.

f. The Contractor shall ensure that the electrical outlet is grounded before connecting equipment. If the outlets are not grounded the equipment shall not be set up and the COR shall be notified. The Contractor shall furnish written documentation of the safety hazard to the COR within 24 hours.

g. Permanent installation to walls, ceilings, floors, etc. is specifically excluded from this contract. The Contractor shall not proceed with the work unless authorization is issued from the COR. No charges shall be made for the estimate. The VA reserves the right to reject the Contractor's estimate and may procure these services from a separate contractor. The Contractor's staff shall be alert to structural or environmental problems which might make installation unsafe. The Contractor shall provide written documentation and acknowledgement by the Veteran of any unsafe condition that cannot be corrected.

h. If, through no fault of the Contractor, the Veteran refuses acceptance of the equipment being delivered after the Contractor has made the trip, payment shall be made on the same basis as though delivery had been made. The Contractor shall contact the COR immediately for re-authorization in all cases prior to re-delivery for all refusals. The Contractor shall obtain the Veteran/caregiver signature of refusal, state the reason for refusal and submit it with the next monthly invoice.

Telehealth Program Items:

The durable medical equipment (DME) delivery service contract includes the delivery of Telehealth items. Some of these items will require set-up at the Veteran’s dwelling and some may need to go under troubleshooting to achieve optimal working conditions. These duties will be covered under the scope of work of the Contractor. The Telehealth items include but are not limited to the following items:

ITEM VA ITEM #

Monitor (i.e., Cardiocom Messaging Device) TH100 Scales TH103 Blood Pressure Cuff TH103 Pulse Oximeter TH103 Glucose Cable TH105

a. Telehealth items will be delivered and set-up by the Contractor for the same as a regular equipment delivery fee.

b. The Contractor will provide the set-up for the Telehealth items for a fee that would not exceed the regular equipment delivery fee.

c. The Contractor will pick-up Telehealth items for the same as a regular equipment delivery fee.

d. The Contractor will be performing troubleshooting of Telehealth items if necessary for the same as a regular equipment delivery fee.

3.8 Veteran Education:

The Contractor shall set up, assemble, adjust, and instruct the Veterans and/or caregivers in the use and care of the equipment using the JC standards as defined in the most current Comprehensive Accreditation Manual for Home Care. The Contractor shall provide instructions to the Veteran and/or caregiver in the safe and appropriate use of the medical equipment being supplied. Instruction shall include basic home safety, Veteran rights, and responsibilities, when and how to contact the Contractor for repairs and emergencies, storage and handling of the involved equipment, and electrical safety. A copy of the instructions shall be signed by the Veteran or caregiver to certify that the instructions were provided and were clearly understood.

An adhesive tag will be attached to the equipment designating "VA Property" if applicable, and contain the Company Name, Address, and Telephone Number for the Veteran to reach in an emergency.

The Contractor shall provide an Emergency Preparedness Plan to prevent interruption of services, universal precautions and proper cleaning and storing of the DME. Provide copies of pertinent literature concerning those items with significant safety hazards, such as respiratory equipment, suction machines, etc. A file copy of the above shall be provided to the COR of each applicable VAMC.

The Contractor shall provide a demonstration of correct use and must observe a return demonstration from the Veteran/caregiver.

The Contractor shall provide Veteran's rights/responsibilities package to Veteran/caregiver. The top cover sheet shall be signed and returned to the VAMC applicable invoice.

3.9 Contractor Policy and Procedures:

a. The Contractor shall have in place written procedures for delivery, receiving, segregating, and cleaning DME which is appropriate to the equipment according to manufacturer's instructions. Written procedures shall be in place for disposal of equipment or supplies. All equipment shall be labeled or tagged and dated to document such procedures.

b. The Contractor shall maintain inspection reports of vehicles and various written plans and procedures used in performance of this contract such as:

(1) Permits, licenses as necessary

(2) Education training records of personnel, orientation and ongoing.

(3) Accident and incident reporting

(4) Veteran education rights and responsibilities

(5) Quality improvement

(6) Equipment management

(7) Fire and emergency preparedness planning

(8) Handling Veteran complaints

(9) Recall procedures

(10) Infection Control, including care/service

(11) Universal precautions (policy and procedures) including personal hygiene, precautions, aseptic techniques, and communicable infections.

(12) Safety and occupational health proceedings

(13) Electrical safety process

(14) Veteran care record, satisfaction, survey, and confidentiality

c. The Contractor shall maintain an equipment management file for all VA issued equipment. These records shall remain the property of the VA. The folder shall include but is not limited to:

(1) The serial number and model number of the delivered item.

(2) Any present/prior history of repairs to the item

(3) Who currently has possession of the item

(4) Documentation of decontamination, if applicable

d. All policies and procedures, and all employment orientation records for each employee involved in work under this contract, certificates of education, copies of all in-service training, position descriptions, and performance appraisals will be submitted to the COR and available for review by the VA. The Contractor shall ensure the documentation exists to support job assignments, training, orientation, and experience of all staff. The Contractor shall provide training letters of personnel as to certification of installing and repairing of hospital beds, manual and powered wheelchairs, Veteran lifts, specialty mattresses, etc.

3.10 Veteran Records:

a. The Contractor shall maintain a VA beneficiary account folder in compliance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). All beneficiary files are subject to review by the COR or Contracting Officer and accreditation surveyors on behalf of the VA during accreditation surveys or consultation. At a minimum the beneficiary folder shall adhere to current Joint Commission and CMS standards for Veteran record keeping. Copies of all Veterans' records shall be made available to the COR upon request. These files shall be electronic, not hardcopy or paper. These folders remain the property of the VA and returned to the VA at the expiration of the contract. This folder shall contain identification of the Veteran, name and telephone number of the family member or authorized caregiver to be contacted in the event of an emergency or death. This folder will include but not limited to:

(1) Documentation of set up and delivery

(2) Documentation of Veteran receipt of Veteran rights/responsibilities.

(3) Documentation of Veteran education and safe home environment required safety measure to protect Veteran from injury.

(4) Documentation of plan of service/care.

(5) Folders will be annotated with all coordinating medical services.

(6) Recall plan

(7) Assessments

(8) Invoices

(9) Individualized plan of treatment by Veteran physician or other individual as allowed by law and organization policy.

3.11 Contractor Rights and Responsibilities:

a. All formal training required shall be administered or instructed by the Contractor by persons who are certified as being qualified to instruct or teach the specific subjects or topics required whether by the appropriate manufacturer or a person who is a trained trainer of the manufacturer. Certifications shall be in the form of a certificate issued by an accredited institution of learning (school, college, university); a governmental (Federal, State, County) educational certification body (agency, board, commission). Any documentation other than the above must be approved by the COR to assure that the person instructing has sufficient experience with the subject to be able to instruct the subject in an authoritative, practical, and current manner. The certificate should note the name of the employee individually who has been trained.

b. Contractor employees providing services under this contract shall have certification of repair training from at least one major supplier of each for motorized wheelchairs, aluminum ramp systems, Veteran lifts, specialty mattresses and electrical beds. The Contractor shall furnish proof of such certification. The minimum number of employees trained to repair motorized wheelchairs is one.

c. Within ten (10) calendar days after award of the contract, the Contractor shall provide the Contracting Officer with a list of all employees involved in any portion of this contract. Each employee's listing shall indicate all training applicable to this contract. Photocopies of training certificates for each current and future employee(s) shall be provided with the employee list.

d. If a new or reassigned employee begins any involvement with equipment covered under this contract, the Contractor shall notify the Contracting Officer in writing within seven (7) calendar days of that involvement and submit the required photocopies of documentation of training.

e. Training must include adequate site preparation of the home environment. This includes infection control, standard precautions, personal protective equipment, hazard assessment, equipment recovery, cleaning and repair processes, routine servicing equipment function and operating checks, Veteran relations, and performance improvement. This certification shall be retained in the Contractor's local office from which services are provided.

f. The Contractor must track and trend employee health protection (i.e. TB, PPD's, Hepatitis B, etc.). This certification shall be retained in the contractor's local office from which services are provided. The VA shall have access to these tests results. Contractor shall provide this information to VA every 6 months.

g. After equipment is returned from a Veteran's residence, the COR shall be notified within forty-eight hours as to whether the equipment is suitable for reissue to the original owner/Veteran.

h. The Contractor shall sanitize/disinfect all picked up equipment including that used by Veterans with infectious diseases before returning the device back to the original owner/Veteran.

i. The Contractor shall comply with "universal precautions" in the cleaning of temporarily held equipment as required by the VA in the recovery, delivery, and storage process. (BSI - Body Substance isolation).

Documentation of cleaning may be written on a removable tag provided by the Contractor. The tag shall indicate the name of the Veteran to whom item was issued, date tagged, that the equipment has been checked for unsafe conditions and function.

j. All items of DME not in manufacturer's cartons shall be placed in plastic bags to maintain a "contamination free" condition. All items of DME being delivered to beneficiaries' homes shall be kept in plastic bags until they are delivered to the Veteran's home.

3.12 Quality Improvement:

a. Prior to final award continuous quality improvement monitors (CQI) shall be established and available for review by the VA. Veteran satisfaction and Veteran education/safe home environment shall be CQI monitors. CQI monitors shall be assessed on a quarterly basis and forwarded to the COR at that time.

Results shall be forwarded quarterly.

b. The Contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and appropriateness of Veteran care, resolve identified problems, and pursue opportunities to improve Veteran care. The Contractor shall provide a quarterly report of all findings, corrective actions, improvements and Veteran outcomes to the COR.

c. The Contractor shall collect data on important processes and outcomes related to Veteran care and organizational functions as specified below:

Veteran Focused Functions Organizational Functions Rights and Ethics (RI) Improving Organizational Performance (LD)

Assessment (PE) Environmental Safety and Equipment Management (EC) Care, Treatment and Services (TX) Management of Human Resources (HR) Education (PF) Continuum of Care and Service (CC) Surveillance, Prevention and Control of Infection (IC) Management of Information (IM)

d. The Contractor shall collect data about the Veterans' and families' needs and expectations and staff views of current performance and opportunities for improvement and assess and improve requirements.

Important processes and outcomes are measured on a continuing basis.

e. The Contractor shall make a written report of all inquiries, complaints, or requests received from Veterans/caregivers and furnish a copy to the COR. The written report shall contain at a minimum the nature of the inquiry/complaint/request, the person initiating the contact, the Contractor's decision/action, basis for the decision, and the outcome. The report shall be signed by the Contractor's employee receiving the initial contact and the Contractor's official who reviewed it for appropriate action, disposition, etc.

f. The Contractor shall comply with all provisions of the privacy act when performing services under this contract.

g. The Contractor shall conduct Veteran Satisfaction Surveys on a minimum of 5% or 30 individuals, whichever is greater, of contract Veterans from each VAMC on a quarterly basis. The results shall be submitted to the COR quarterly.

3.13 Site Visits:

a. The Contractor shall permit unannounced on-site visits by VA personnel and JC surveyors accompanied by VA personnel to assess contracted services, i.e. adequacy, compliance with contract requirements, record keeping, etc. A written report of deficiencies as determined by the COR along with any recommendations, shall be submitted immediately to the Contractor.

b. If recertification of the equipment is required in order for the Veteran to operate the equipment safely, the Contractor shall be notified by the COR to visit the Veteran's home.

3.14 Equipment Safety Checks and Troubleshooting:

a. Basic safety checks performed on all equipment with appropriate resources for problem solving and troubleshooting. The Contractor shall provide a written checklist of safety information and assure that manufacturer's instructions are incorporated into the checklist for safe and appropriate use of the equipment in the beneficiary's home, and access to supervisory input and manufacturer's written materials.

b. All accidents, malfunctions, injuries, deaths, and equipment recalls related to the provision, delivery and use of DME shall be immediately reported to the COR and to the manufacturer of the equipment within twenty four hours after the Contractor is informed of any incident. If the Contractor receives notification from the COR of the above, the Contractor shall investigate the incident at the Veterans' home and provide a written report of findings to the COR within twenty-four hours.

c. When a physician order is required, evidence in the form of a written signed physician order shall be obtained, and a demonstration that the equipment/supplies are provided according to physician order(s).

3.15 Repairs:

a. Repair service is defined as the parts, labor, and material to restore to first class operating condition.

Travel costs shall be included under the trip charges.

b. The Contractor shall guarantee all materials and workmanship for a period of ninety (90) calendar days from the date of the repair or reissue.

c. The Contractor is required to use new parts for repair; Contractor shall not use used/salvaged parts for repair.

d. The hourly rate for labor for repairs after approval has been received from the COR from the applicable VAMC, shall be as specified in the price schedule. Any additional time less than a full hour shall be prorated in one-fourth increments. Labor charges will be computed from the time work actually commences until work is completed, regardless of whether the work is performed at the Contractor's site or at the beneficiary's residence.

e. If equipment is in need of repairs before it can be reissued, the Contractor agrees to submit an estimate of charges to the COR of the applicable VAMC within three (3) working days. Repair estimates shall include the name and social security number of the Veteran from whom the items were picked up.

f. The Contractor shall make incidental repairs which will be included in the hourly cost. Incidental repair refers to any repair that costs less than $40.00. If a major repair is required as specified by the COR, a separate purchase order shall be issued after approval of the repair for major parts. However, the VA reserves the right to make the repairs or order the repairs from a separate source. Do not proceed with repairs of major parts without a separate purchase order number.

g. The equipment and/or accessories are to be placed in first class condition suitable for reissue within five (5) calendar days after date of pick-up, or when parts are involved, within a time mutually acceptable with the COR. If equipment delivered is not in working condition, the Contractor shall not be reimbursed for delivery.

h. Repairs shall be performed in accordance with the manufacturer's instructions by appropriately certified trained personnel. The Contractor shall maintain a local repair service at each branch or agent where used Government owned property will be stored at that branch or agent.

i. Combined repair and setup/disassembly charges are not permitted in the same job. However, if a manual hospital bed requires replacement by an electric hospital bed because the manual bed is no longer medically suitable, then setup/disassembly charges may be authorized.

3.16 Contractor Invoicing Requirements:

a. The Contractor shall be paid by government purchase card. The Contractor shall submit invoices within 21 business days of service(s) performed. A properly submitted invoice includes:

(1) The original invoice completed by the Contractor and signed by the Veteran or his designee stating the name of the Veteran, social security number of the Veteran, cost of the item(s) and/or service, total dollar amount, and direct deliveries with appropriate signatures.

(2) The VAMC file copy of "Veterans Rights and Responsibilities" with appropriate signatures.

(3) Individual invoice stating the inventory of all items issued for each beneficiary by manufacturer, model number, serial number.

(4) Documentation of cleaning may be attached to the invoice.

(5) A signed safety checklist for each delivery of DME.

b. Payment which does not contain all of the above shall be returned to the Contractor as an improper invoice.

c. For credit card purchases, the vendor shall provide VA with a copy of the bill and provide proof of delivery. The credit card shall not be billed until delivery is complete.

d. When a serial number from the manufacturer does not exist, the Contractor must maintain a system for assigning and tracking an identification number to all DME in accordance with JC requirements.

3.17 Method of Payment:

The Government's preferred method of payment is Government Visa procurement administered through VA Authorized Banking Service. The Contractor shall be able to participate and accept the Government Visa card. The Contractor shall have Level 2 Billing capability which consists of the Contractor being able to provide purchase order number in the vendor order block.