RFQ 36C24525Q0325 Martinsburg 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

36C24525Q0325 03-21-2025

George Sherrin; george.sherrin@va.gov EMAIL ONLY 04-22-2025

12:00 PM EDT

Department of Veterans Affairs Network Contracting Office (NCO) 5 George Sherrin 849 International Drive Linthicum Heights MD 21090

X 100

X

621610

$19 Million

N/A

X

Martinsburg VAMC Prosthetic & Sensory Aids Service 510 Butler Avenue Martinsburg WV 25405

Network Contracting Office (NCO) 5 Darcy Gray 849 International Drive Linthicum Heights MD 21090

PAYMENT WILL BE MADE BY

Purchase Card Only

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 hour laws.

Period of Performance shall be from June 15, 2025 through June 14, 2030.

Offerors shall follow the quotation submission instructions specified in Addendum to FAR Provision 52.212-1 included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award.

All questions shall be submitted in writing by 12:00 PM EST on April 4, 2025.

See CONTINUATION Page

X X

George Sherrin Contracting Officer

36C24525Q0325

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 PERFORMANCE WORK STATEMENT (PWS)

B.4 IT CONTRACT SECURITY

B.5 CONTRACTOR’S RESPONSIBILITY – CPARS

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

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

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

C.5 52.217-2 CANCELLATION UNDER MULTI-YEAR CONTRACTS (OCT 1997)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.8 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

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

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

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 54

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

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 ATTACHMENT A: DME REPORT SUMMARY

D.3 PAST PERFORMANCE QUESTIONAIRE FORM

D.4 WAGE DETERMINATION SCHEDULE

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.5 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.6 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.7 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.8 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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:

George Sherrin, Contracting Officer Darcy Gray, Contract Specialist 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 4 849 International Drive Perry Point, MD 20922 Linthicum Heights, MD 21090

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

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

[X] 52.232-36, Payment by Third Party

3. 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

The Contractor shall provide Durable Medical Equipment (DME) to beneficiaries of the Department of Veterans Affairs (VA) at their residences. The Veterans under this requirement are served 24 hours a day, seven days a week including holidays by Martinsburg VAMC located in Martinsburg, West Virginia.

The Government intends to enter into a Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) contract for the required services. The minimum guarantee on the contract shall be $50,000.00. The ceiling for this contract will be set at the time of award. The Government is not obligated to any specific quantity beyond the minimum guarantee but shall be obligated to provide payments for all services provided in accordance with this solicitation.

ITEM INFORMATION

YEAR 1 – NOTE: THE QUANTITIES BELOW ARE ESTIMATED

PROJECTED TOTALS

ESTIMATED

QUANTITIES UNIT

UNIT

PRICE

TOTAL

PRICE

LINE ITEM 0001: ZONE 1

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 1.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 1. 180 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 1. 36 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 1. 24 EA $ $

LINE ITEM 0002: ZONE 2

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 2.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 2. 150 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 2. 30 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 2. 24 EA S $

LINE ITEM 0003: ZONE 3

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 3.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 3. 90 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 3. 18 EA $ $

D: Repair of bed, electric hospital for any location within Zone 3. 6 EA $ $

LINE ITEM 0004: ZONE 4

hi-low, w/manual head and knee adjustment w/side rails 20 EA $ $

(unassembled) to or from any location within Zone 4.

B: Set up and delivery of all bathroom equipment to or from any location within Zone 4. 75 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 4. 15 EA $ $

D: Repair of bed, electric hospital for any location within Zone 4. 5 EA

TOTAL YEAR 1 $

YEAR 2 – NOTE: THE QUANTITIES BELOW ARE ESTIMATED

PROJECTED TOTALS

ESTIMATED

QUANTITIES UNIT

UNIT

PRICE

TOTAL

PRICE

LINE ITEM 0001: ZONE 1

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 1.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 1. 180 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 1. 36 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 1. 24 EA $ $

LINE ITEM 0002: ZONE 2

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 2.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 2. 150 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 2. 30 Trips $ $

(unassembled) to or from any location within Zone 3.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 3. 90 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 3. 18 EA $ $

D: Repair of bed, electric hospital for any location within Zone 3. 6 EA $ $

LINE ITEM 0004: ZONE 4

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 4.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 4. 75 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 4. 15 EA $ $

TOTAL YEAR 2 $

YEAR 3 – NOTE: THE QUANTITIES BELOW ARE ESTIMATED

PROJECTED TOTALS

ESTIMATED

QUANTITIES UNIT

UNIT

PRICE

TOTAL

PRICE

LINE ITEM 0001: ZONE 1

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 1.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 1. 180 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 1. 36 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 1. 24 EA $ $

LINE ITEM 0002: ZONE 2

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 2.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 2. 150 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 2. 30 Trips $ $

(unassembled) to or from any location within Zone 3.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 3. 90 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 3. 18 EA $ $

D: Repair of bed, electric hospital for any location within Zone 3. 6 EA $ $

LINE ITEM 0004: ZONE 4

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 4.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 4. 75 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 4. 15 EA $ $

TOTAL YEAR 3 $

YEAR 4 – NOTE: THE QUANTITIES BELOW ARE ESTIMATED

PROJECTED TOTALS

ESTIMATED

QUANTITIES UNIT

UNIT

PRICE

TOTAL

PRICE

LINE ITEM 0001: ZONE 1

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 1.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 1. 180 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 1. 36 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 1. 24 EA $ $

LINE ITEM 0002: ZONE 2

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 2.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 2. 150 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 2. 30 Trips $ $

(unassembled) to or from any location within Zone 3.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 3. 90 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 3. 18 EA $ $

D: Repair of bed, electric hospital for any location within Zone 3. 6 EA $ $

LINE ITEM 0004: ZONE 4

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 4.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 4. 75 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 4. 15 EA $ $

TOTAL YEAR 4 $

YEAR 5 – NOTE: THE QUANTITIES BELOW ARE ESTIMATED

PROJECTED TOTALS

ESTIMATED

QUANTITIES UNIT

UNIT

PRICE

TOTAL

PRICE

LINE ITEM 0001: ZONE 1

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 1.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 1. 180 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 1. 36 Trips $ $

D: Repair of bed, electric hospital for any location within Zone 1. 24 EA $ $

LINE ITEM 0002: ZONE 2

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 2.

Trips

B: Set up and delivery of all bathroom equipment to or from any location within Zone 2. 150 Trips $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 2. 30 Trips $ $

(unassembled) to or from any location within Zone 3.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 3. 90 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 3. 18 EA $ $

D: Repair of bed, electric hospital for any location within Zone 3. 6 EA $ $

LINE ITEM 0004: ZONE 4

A: Set up and delivery of a full electric bed, adjustable, 2 crank, hi-low, w/manual head and knee adjustment w/side rails (unassembled) to or from any location within Zone 4.

EA

B: Set up and delivery of all bathroom equipment to or from any location within Zone 4. 75 EA $ $

C: Set up and delivery of wheelchairs, motorized/special/standard to or from any location within Zone 4. 15 EA $ $

TOTAL YEAR 5 $

B.3 PERFORMANCE WORK STATEMENT (PWS)

MARTINSBURG VA MEDICAL CENTER (VAMC)

DURABLE MEDICAL EQUIPMENT (DME) AND RELATED SERVICES

1. Introduction / Background Information Intent

VAMC Martinsburg, WV provides services to Veterans beneficiaries in West Virginia, Virginia, Maryland, and Pennsylvania. The Contractor shall be responsible for providing Government- Supplied Durable Medical Equipment (DME) pickup, setup, installation, disassembly, repair, preventive maintenance, site assessment, disposal, storage and delivery services to all beneficiaries’ serviced by VAMC Martinsburg. The contractor shall provide transportation of equipment, equipment services, labor, supervision, patient education, safety management, infection control, as necessary for patients receiving DME services, as specified under this requirement. These services shall be required between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, except in cases of emergency. The contractor shall be staffed and stocked to render services provided in accordance with all terms and conditions of this requirement for the duration of the performance period. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal in order to be fully aware of the supplies and the services required. Failure to do so will not relieve the offeror from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government.

2. Contractor Responsibilities:

The Contractor has responsibility for providing services, supplies and equipment as ordered, under the timelines specified.

The contractor shall be responsible for coordinating, supervising, monitoring, and evaluating the care and service provided and shall assure that the contracted services are performed according to the terms of the contract. The contractor shall also assure that its personnel meet the requirements of the contract and are competent to do the jobs assigned to them. It is the contractor’s responsibility to schedule the times and dates for the delivery of services within the timelines established (see Timeliness of Services). Deliveries shall not be left unattended at the beneficiary’s home, unless prior arrangements are made with the beneficiary and documentation exists that the beneficiary has knowledge of proper use of equipment.

Contractor shall follow the COR delegation of authority relative to any aspect of the contract.

Contractor agrees he/she shall not directly or through his/her dealers solicit the beneficiaries of the Department of Veterans Affairs. The Contractor is to contact the patient or caregiver only to make arrangements for rendering services or supplies authorized by VA.

3. VAMC Facility Responsibilities

The VA shall monitor the contractor’s performance through contractor site inspections, patient’s home inspections, record checks, patient satisfaction/complaints, monthly review of invoices for accuracy and review of contractor submitted performance improvement data. Monitors will focus on timeliness of equipment delivery; timeliness of repairs or maintenance; accuracy of required documentation submitted, and adherence to Joint Commission standards.

The Department of Veterans Affairs Medical Center (VAMC) will be responsible for Clinicians’ orders for the provision of DME equipment in the home that are processed through the

Prosthetic and Sensory Aids Service (P&SAS) at the Martinsburg VA Medical Center. Initiation of delivery and pick up of equipment, and resolutions of problems related to equipment or patient care are under the direction of the COR or designee.

4. Description of Facilities/Equipment/Instruments:

All VA equipment/supplies shall be stored on, or within single premises occupied by the Contractor within Zone 1. Services shall be provided from a facility or other storage locations and approved by the COR or designee.

Contractor is to provide storage for VA beneficiary equipment/supplies. The minimum space requirement shall be 3,000 square feet available at all times. The Contractor shall be solely responsible for determining the design, pattern, or plan of storage area taking into consideration shelving, bins, and any other elements necessary for proper storage of VA equipment/supplies.

Area should be designed and maintained for ease of inventory reconciliation and maintenance, and conform to all applicable national, state, and local Fire Protection Association codes.

Storage areas provided shall be clean, dry, dust kept to a minimum; climate controlled, well lighted, equipped with fire extinguishers, and is well ventilated. Area shall be safe, walkways free of electrical wiring and other safety hazards, and contain appropriate signage, i.e., NO SMOKING, EXIT, CLEAN AREA, CONTAMINATED AREA, etc. Storage area shall be protected at all times against theft, vandalism, fire, severe weather, and pilferage. Area will contain signage “U. S. GOVERNMENT PROPERTY – NO TRESSPASSING”.

Storage area shall have clearly defined/labeled and separate areas to store clean, soiled, damaged in-repair, and scrap equipment. All VA owned equipment and supplies shall be stored separately from any vendor owned equipment. All new and used equipment that is cleaned shall be bagged, tagged, dated, and ready for issue. All equipment/supplies shall be arranged in such a manner as to afford immediate inspection and enable easy access for inventory reconciliation.

An area separate and apart from the clean area is to be designated for the sanitizing of soiled equipment picked up from a Veteran beneficiary. This area shall contain adequate and appropriate supplies needed for proper cleaning and sanitizing, bagging and tagging, as well as protective equipment to guard against infection such as rubber gloves, gowns, masks, safety glasses, eye wash stations, a first aid kit, and be arranged in a neat and orderly fashion.

Appropriate signage shall be in place and include universal precautionary measures.

The relocation of existing inventory from present VA storage facility to newly awarded Contractor’s storage facility shall be the responsibility of the newly-awarded Contractor and shall be at no charge to the Government. Arrangements for the moving and transfer of VA equipment/supplies shall be made between the old Contractor and the new Contractor and be completed within (5) business day of the contract period.

The storage facility shall be equipped with adequate electrical outlets for testing of electrical pieces of equipment such as motorized beds, battery chargers, etc.

A separate area shall be designated for items determined by the Chief, Prosthetic Treatment Center as scrap/non-issue. This area shall be protected and secured against theft, pilferage, vandalism, and be marked as Scrap - U. S. Government Property, No Trespassing. Items contained therein shall be disposed of periodically in accordance with established procedures.

5. Policies and Procedures:

The contractor shall conform to all issues addressed in the VA Medical Center Memorandums pertaining to delivery of services.

Definitions/Acronyms

CBOC - A VA Community Based Outpatient Clinic.

Contracting Officer (CO) - VA official with the authority to enter into, administer, and/or terminate contracts.

Contracting Officer’s Representative (COR) - VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for services, and technical guidance.

DME – Durable Medical Equipment as defined in the Glossary of The Joint Commission Accreditation Manual for Home Care.

Emergency Visits/Setups – The determination regarding whether an emergency visit or setup is required is the sole responsibility of the COR or designee.

FAR - Federal Acquisition Regulations HCPCS - Health Care Procedure Coding System Joint Commission (JC) - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment.

P&SAS - Prosthetic & Sensory Aids Service PKI – Public Key Infrastructure Program (encrypted emails) Qualified Technician – An individual that has been certified or is non-certified but has competencies to work with a range of oxygen equipment including delivery, and maintenance of equipment in the veteran’s home, or at the contractor’s facility.

Sentinel Events – unexpected occurrence involving death or serious physical or psychological injury, or the risk thereof. Serious injury specifically includes loss of limb or function. The phrase, "or the risk thereof" includes any process variation for which a recurrence would carry a significant chance of a serious adverse outcome. Such events are called "sentinel" because they signal the need for immediate investigation and response.

Technical Labor Rate – Technical repair service is service that requires a technician to have specialized formal training before reconditioning or repairing equipment.

Non-Technical Labor Rate – Repair service that does not require formal training or experience to repair or recondition equipment.

VA - Department of Veterans Affairs Medical Center, or Healthcare System.

VAMC - Veterans Affairs Medical Center VISN - Veterans Integrated Service Network Zones –Defined delivery areas based on distance from VAMC to the Veteran’s residence.

6. Scope / Performance Requirements: Specific Tasks

All issuing and follow-up care provided under this contract shall be provided in accordance with all current Joint Commission standards. Contractors shall be Joint Commission Accredited and shall maintain the certification for the duration of the contract. If the contractor is re-surveyed by Joint Commission during the contract term, the contractor shall notify the Contracting Officer of survey dates, the outcome of the survey, and provide copies of new certificates as issued.

Contractor’s facilities may be inspected by the COR prior to the contract award. Subcontractors shall follow Joint Commission standards and shall be monitored by the contractor for compliance. Contracting Officer’s Representative (COR) or designee shall be notified if a subcontractor is utilized. The contractor’s comprehensive procedure manual shall become part of this contract. The manual shall include but not limited to delivery/set-up, infection control, safety, rights and responsibilities, inventory, employee training (to include age specific), competency records, performance improvement.

6.1. Timeliness of Services

Upon receipt of a VA purchase order, the Contractor shall deliver and set up in the veteran’s residence all equipment and supplies ordered.

Initial contact with the patient occurs within 24 hours upon receipt of the order. Fulfillment of the requested service shall be completed within three (3) working days from receipt.

Emergency services may be required when requested by the COR or designee. These services shall be provided within four (4) hours of receipt of request.

In the event Contractor is unable to meet those delivery times, the Contractor shall notify the COR or designee or purchasing agent making the equipment request immediately. The VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there from.

Contractor shall maintain a daily log of orders received and shall fax this log to the respective Medical Center COR or designee at the end of each business day.

6.2. Delivery

Equipment/supplies covered under this contract include, but not limited to, all DME items as described in the Glossary of the Joint Commission Accreditation Manual for Home Care.

Equipment/supplies shall be properly secured while in route to and/or from the beneficiary’s residence to prevent damage to VA owned equipment. Contractor shall be liable for damage to VA owned equipment in their possession.

Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government prior to delivery to the beneficiary or the Prosthetics and Sensory Aids Service, and inspected to ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment or related return trips to complete the delivery.

The Contractor is to deliver new and/or used equipment/supplies as requested on each Purchase Order in order to maintain accurate inventory maintenance. At no time shall the Contractor deliver equipment/supplies other than what was requested without prior approval by the COR or designee. Contractor bears the responsibility to notify the COR or designee when he/she questions the serviceability of equipment by documenting the Invoice for pickups as scrap and/or providing an estimate for repair of said item. The COR or designee retains the sole right to condemn equipment and shall visit the Contractor’s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in this contract.

The Contractor shall be furnished the name, address, and telephone number of the individual to whom deliveries/pickups are intended. The Contractor shall visit the beneficiary’s residence in the performance of this contract by appointment only, between the hours of 8:00 a.m. and 8:00 p.m., Monday through Saturday, except in cases of emergency.

Beneficiaries shall be contacted to schedule an appointment for delivery/pickup at the Contractor’s expense and only between the hours of 8:00 a.m. and 4:30 p.m. A record of all contacts made shall be included with each invoice submitted. Appointments to make deliveries/pickups shall be given within four (4) hour time slots, i.e., between 8:00 a.m. and 12:00 Noon; between 10:00 a.m. and 2:00 p.m., etc. A reminder call shall be made to the patient one (1) to two (2) days prior to the scheduled delivery to ensure patient is available for the scheduled time slot. If contact cannot be made to a beneficiary within two consecutive workdays after receipt of the delivery/pickup order, the Contractor shall contact the COR or designee for guidance.

In the event that the COR or designee and/or the vendor is notified of the death of a beneficiary served under this contract the notified party shall inform the other party of said death.

If, through no fault of the Contractor, the beneficiary refuses acceptance of the equipment being delivered after the Contractor has made the delivery trip, payment shall be made based on Zones found in Paragraph 23 of the PWS, with documentation made of the reason refused on the invoice. The Contractor shall advise the beneficiary/caregiver to direct all question/concerns relating to the equipment delivered/picked up/repaired to the COR or designee and other medical needs to his/her physician.

6.3. Pickup/Repair

The Contractor shall make all pickups within the established zones for the medical facility they serve. The Contractor shall document all discrepancies, such as missing equipment or equipment that cannot be located, on the invoice that has been requested by the VA to be picked up.

All items picked up shall be cleaned with an antiseptic/germicidal hospital approved solution, inspected and bagged and/or tagged and dated before final disposition as outlined on the purchase order. Scrap Items may either be picked up by the VAMC or delivered to the VAMC by the contractor to be properly disposed of or at the COR’s or designees’ request. VA Logistics can inspect items on site to determine methods for scrap disposal.

Any revenue generated as a result of scrap disposal will be remitted to the VA.

Items waiting to be cleaned shall be stored in a designated location, clearly marked until such services are completed by the vendor. See Section 4 on (Description of Facilities/Equipment/Instruments) concerning soiled equipment.

All equipment placed in the “SCRAP” area shall be disposed of upon approval of the COR or designee and after proper reconciliation by both parties. A separate inventory shall be maintained on these items awaiting disposition. All documentation of disposition shall be completed and turned into the COR or designee on the same day the scrap is disposed of.

Emergency repairs may be conducted during non-business hours of the Prosthetic & Sensory Aids Service at the discretion of the vendor however emergent repairs can only be performed to the extent of placing the equipment back into serviceable equipment.

Immediate contact must be made with the respective COR on the next working day.

6.4. Delivery Charges

Delivery charges under this contract shall be based on a flat rate zone charge with the zones radiating out from VAMC Martinsburg.

The Zones are based on the counties surrounding VAMC Martinsburg. Refer to Paragraph 23 of the PWS for a listing of the zones.

In rare instances it will be necessary to make a delivery/pick-up beyond the last zone; a separate delivery charge will be used for these occurrences.

For billing purposes, the trip ticket shall identify the name and address of the Veteran where the delivery/pick-up was made.

6.5 Mattresses

The Contractor shall properly dispose of all used mattresses. No mattresses shall be reused at any time. Used mattresses shall not be stored or returned to any location for storage, but shall be cut/sliced, rendering them unusable and disposed of in a timely manner.

Documentation of mattress destruction shall be included on the invoice that corresponds to the pickup.

Disposition may include, but is not limited to, burning, shredding, or any other means allowable by Federal or State standards.

This applies to standard hospital bed mattresses. Specialty hospital bed mattresses for the prevention of bed sores (i.e., air mattresses, Ken-air, SAM (self-adjusting mattress), etc. are excluded.

6.6. Plan of Care

As appropriate, the equipment and related medical supplies/services shall be provided according to a physician’s order. An individualized plan of care/service shall be implemented for each patient by the Contractor.

Education and training in the care, routine maintenance, mechanical operation, and safe use of the equipment shall be provided to the patient/caregiver by a qualified individual in a language or form the patient/caregiver can reasonably understand and demonstrate. A sample of all educational materials provided shall be a part of the Contractor’s Policies and Procedures Manual, and documented on the Patient Education Checklist that accompanies each invoice.

The COR or designee shall be responsible for coordinating and ensuring compliance with contract requirements resulting from purchase orders issued to the Contractor as part of the patient’s plan of care. The COR or designee shall be responsible for notifying the ordering physician of any problems/concerns reported by the Contractor as a result of consults/prescriptions processed.

The Contractor shall be responsible for implementing the plan of care under conditions and terms set forth in the contract and/or notifying the COR or designee of any patient related problems and/or concerns or issues encountered within four (4) hours of discovery. The

Contractor shall be involved in the discharge process when notified by the COR or designee to pick up the equipment.

6.7. Sentinel Events/Incident Reporting

The Contractor shall have a policy for reporting and documenting all accidents and injuries and documenting safety hazards and be a part of the Contractor’s Standard Operating and Procedure Manual.

All accidents, malfunctions, injuries, deaths, and equipment recall related to the provision, delivery and use of DME, shall be immediately reported to the COR or designee and to the manufacturer of the equipment, if applicable.

The Contractor’s employees that are providing the equipment and related services to meet the needs of patients shall have current education, training, and experience appropriate to the equipment and scope of services provided and demonstrates knowledge and competence.

7. Site Inspections:

On-site Contractor and VA beneficiary visits will be made on a scheduled and unscheduled basis. The Contracting Officer and/or the COR or designee and, other VA employees as necessary, will conduct contractor site inspections. The purpose of these inspections is to monitor the Contractor’s performance as it relates to the contract and commercial practices.

The Contractor agrees to make available all records and documentation necessary during such visits. In addition, the Contractor agrees to visits by an accrediting body or other Government representative accompanied by the Contracting Officer, COR or designee necessary to review the contract services. These visits shall be allowed at no additional cost to the Government.

8. Delivery Orders:

Delivery orders will be issued under the contract by the COR or designee. The COR or designee will place orders for supplies or services. Each order will contain the beneficiaries’ name, home address and telephone number as well as the type of supplies or services prescribed. Orders may be placed by telephone, fax, or PKI secured email and will be confirmed in writing with a DME prescription. If a delivery order is placed verbally a written copy of the verbal delivery order will be transmitted to the Contractor within 24 hours of placing the order. Confirmations shall be required for an order placed. Invoices shall be sent by mail or fax to the ordering facility. Delivery shall be made to the appropriate VA facility, nursing home, or patient’s residence specified in the order. Contractor shall provide a single source entry system/office to submit delivery orders.

9. Reports:

The Contractor will provide written, daily, monthly, quarterly, and annual reports and meet all Joint Commission Standards or equivalent accreditation for improving organizational performance. The Joint Commission standards may be accessed at www.JointCommission.org . A complete listing of all reports and the timelines for submission is outlined in Section D.2.

10. Safety, Management, and Infection Control

The Contractor shall comply with all applicable state laws concerning licensing and operation of motor vehicles. Evidence of certification with Department of Transportation (DOT) Regulations http://www.jointcommission.org/ are to be submitted to COR prior to start of work on contract, as well as personal liability and property damage insurance coverage within the limits as required by law.

The Contractor’s truck walls, ceiling and floors should be of a surface that can be easily cleaned and sanitized and have areas clearly marked to separate clean and oiled/contaminated equipment/supplies. Delivery/pickup vehicles shall be equipped with a first aid kit, infection control supplies, standard operating procedure manual, vehicle registration, daily trip log/inspection, as well as items required for vehicle breakdown.

The Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and e-mail system with PKI Encryption (preferred method) in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with e-mail access shall be kept secure and out of public view to maintain the safety and security of our Veteran Patients’ confidential medical information.

The Contractor shall furnish the Prosthetics and Sensory Aids Service with a copy of their Standard Operating Procedure Manual, employee competencies and training and updates as they occur, quarterly reports of quality assessment and performance improvement activities, and patient satisfaction survey results. Safety and infection control procedures as well as documentation of all education and training received by personnel servicing this contract shall be a part of this manual. Education on safety and infection control is required on a yearly basis.

Steel-toed shoes shall be worn by all employees performing under this contract in accordance with Occupational Safety and Health Administration (OSHA) requirements. Identification badges with a photograph, employee’s name, and company name shall be worn at all times by the employees performing under this contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean, and professional manner and verbally identify themselves. He/she shall then ask permission to enter the home. The Contractor’s personnel servicing VA beneficiaries shall at all times demonstrate a high level of courtesy and consideration when providing services.

The Contractor shall check the safety of the electrical outlets in the patient’s home prior to installing any electrical equipment. Electrical outlets shall be inspected and tested with a voltmeter to ensure that the voltage level is adequate for the item being installed, that polarity is correct, electrical ground present, and that the outlet is in good physical condition. Any unsafe electrical conditions shall be immediately reported to the COR or designee for further instructions. When the residences have non-grounded electrical receptacles, the Contractor shall provide and install a three-prong adapter to plug in the electrical equipment at no charge to the Government. The grounding prong on the equipment shall not be removed.

Health Test – Contractor shall submit proof of the following prior to commencement of work on the contract. All testing shall be current within the past year.

Tuberculosis Testing – All contractor and /or subcontractor personnel shall provide documentation of a Two-Step Purified Protein Derivative (PPD) test performed within the past year and within ninety days of beginning at the VAMC. In case of a past positive PPD test, a negative chest radiograph report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

Hepatitis B Vaccine – The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel, maintain required records and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

Contractor shall ensure that all safety and infection control procedures are followed while performing under the terms and conditions of this contract for the protection of all parties involved.

11. Qualifications:

The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

The Contractor is required to maintain records that document competence/performance level of Contractor employees working on this contract in accordance with Joint Commission standards and other regulatory body requirements.

Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site, any Contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed.

When changes in Contractor personnel occur, the Contractor shall provide evidence of orientation, the current competence assessment, and current performance evaluation to the COR or designee within 5 working days of the change.

12. Work Hours:

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall be required, in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below.

Contractor shall provide services through scheduled visits, Monday through Saturday from 8:00 a.m. through 8:00 p.m. Typical operating hours for the VA is Monday through Friday 8:00 a.m. to 4:30 p.m.

Federal Holidays: The 11 holidays observed by the Federal Government are:

New Year’s Day – January 1st Martin Luther King, Jr. Day – Third Monday of January Presidents’ Day – Third Monday of February Memorial Day – Last Monday of May Juneteenth – June 19th Independence Day- July 4th Labor Day – First Monday of September Columbus Day/Indigenous Peoples’ Day – Second Monday of October Veterans Day – November 11th Thanksgiving – Fourth Thursday of November Christmas – December 25th

And any other day specifically declared by the President of the United States to be a federal holiday.

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

Off Duty hours: Hours other than those described in 2(b).

13. Terms of the Contract:

The contract period starts on the contract effective date and lasts five (5) years. The contract is subject to availability of VAMC appropriations.

The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

14. Contracting with Parties Listed on the OIG List of Excluded Individuals/Entities:

In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed.

Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a minimum and maximum Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

By signing the offer the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer was signed.

15. Tort Claims:

Individual(s) providing the services under the contract are not covered by the Federal Tort Claims Act.