RFQ 36C25625Q0722 DME and HME Storage Pick Up Delivery and Service HOU VAMC.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Durable Medical Equipment (DME) and Home Medical Equipment (HME) storage, delivery and pick-up, and all other service

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

36C25625Q0722

04-25-2025 00:59 EASTERN TIME, NEW

YORK, USA

8 DAYS AFTER THE RESPONSE DATE

N

SBA

Q201 621610 Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

Contract Specialist Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston TX

POSTAL CODE 77030

COUNTRY U.S.

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION RFQ 36C25625Q0722 DME HME Storage, Delivery Service

DESCRIPTION

36C25625Q0722 – Durable Medical Equipment (DME) and Home Medical Equipment (HME) storage, delivery and pick-up, and all other service at Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotes are being requested, and a written solicitation document will not be issued.

2. The CSS number is 36C25625Q0722. It is issued as a Request for Quote (RFQ). The government anticipates awarding a single Indefinite Delivery Contract, Firm-Fixed Price resulting from this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02 (effective: 01/03/2025).

4. This solicitation is issued as a Total Small Business set aside.

5. The associated North American Industrial Classification System (NAICS) code for this procurement is 621610- Home Health Care Services, with a small business size standard of $19,000,00.00.

6. The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030 is requesting a Contractor to provide Durable Medical Equipment (DME) and Home Medical Equipment (HME) storage, delivery and pick-up, and all other service. The ordering period for this agreement will be for a firm term of five (5) years.

7. A complete description of the requirement and/or applicable government need(s) are as follows: See attached 36C25625Q0722.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, TX 77056

Contract Specialist:

Jeneice Matthews POC: jeneice.matthews@va.gov

Quote in response to this RFQ are due at 11:59 PM Central Standard Time, April 25, 2025.

Quotes shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

Please insert “36C25625Q0722 Quote” in the subject line of your email. OFFEROR SHALL

COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS SOLICITATION

36C25625Q0722 TO BE DEEMED ACCEPTABLE:

a) Section B- Contract Administration Data, Contractor contact information.

b) Volume 1-Technical

c) Volume 2-Price

d) Attachment 3- Relevant Experience Form

e) Attachment 4- 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

EVALUATION: The Government will award a contract resulting from this solicitation to quoter with lowest price technically acceptable. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award. All quoters shall be certified in the U.S. Small Business Administration (SBA) database to receive credit as a Small Business at the closing of the solicitation due date and time, and at the time of award.

Please contact Jeneice Matthews for questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 11:59p.m. Central Standard Time on April 11, 2025. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

36C25625Q0722

Table of Contents

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

B.2 IT CONTRACT SECURITY

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 PERFORMANCE WORK STATEMENT

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

C.5 52.216-18 ORDERING (AUG 2020)

C.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

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

C.9 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.10 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2020)

C.11 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.12 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.13 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL

BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.14 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.16 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.17 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.18 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

AND COMMERCIAL SERVICES

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

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

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

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

E.9 ADDENDUM 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

36C25625Q0722

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR ADMINISTRATOR: __________________________________

CONTRACTOR POC NAME: ________________________________________

CONTRACTOR POC TELEPHONE NUMBER: _________________________

CONTRACTOR POC EMAIL: _____________________________________________

CONTRACTOR UNIQUE ENTITY IDENTIFIER (UEI): __________________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056

The Contracting Officer (CO) will furnish the Contractor with the names of individuals delegated Ordering Officer (OO) authority by separate letter upon issuance of the contract or agreement. When COs appoint OOs after award, the CO will furnish the Contractor with an updated list of individual OOs authorized to place orders against the contract. OOs may not negotiate contract terms and conditions, determine price reasonableness, or determine best value. OOs are responsible for issuing and administering orders placed under the contract or agreement identified in the appointment letter. OOs do not have the authority to modify any of the terms and conditions in the contract. The CO must approve any changes in or deviations from the terms and conditions of the contract in writing prior to placing orders invoking those terms and conditions. The Contractor shall accept orders against the contract or agreement only from the CO or authorized OOs and fulfilling orders from persons other than the CO or OO may result in an unauthorized commitment. All orders will be placed via a Government Purchase Card holder.

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

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [X] Payment for services provided under the terms of this contract will be made upon delivery, inspection, and acceptance of all line items.

b. Instructions for Ordering: All orders will be placed via a Government Purchase Card holder. The Contractor shall accept credit card payment for purchases.

c. Individuals Authorized to Place Orders: The Michael E. DeBakey VAMC authorized purchase card holders are the only users authorized to place orders under this Indefinite Delivery Contract (IDC). The Contractor shall not accept or perform any purported order that does not contain the awarded IDC number.

4. GOVERNMENT INVOICE ADDRESS: This IDC does not obligate any funds. The terms and conditions included in this IDC apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this IDC and the Contractor's invoice, the provisions of this IDC will take precedence.

36C25625Q0722 Page 4 of 106

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

AMENDMENT NO DATE

6. Please insert “36C25625Q0722 Quote” in the subject line of your email. OFFEROR SHALL

COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS SOLICITATION

36C25625Q0722 TO BE DEEMED ACCEPTABLE:

a) Section B- Contract Administration Data, Contractor contact information.

b) Volume 1-Technical

c) Volume 2-Price

d) Attachment 3- Relevant Experience Form

e) Attachment 4- 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

EVALUATION: The Government will award a contract resulting from this solicitation to quoter with lowest price technically acceptable. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award. All quoters shall be certified in the U.S. Small Business Administration (SBA) database to receive credit as a Small Business at the closing of the solicitation due date and time, and at the time of award.

Please contact Jeneice Matthews for questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 11:59p.m. Central Standard Time on April 11, 2025. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

36C25625Q0722 Page 5 of 106

B.2 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. DELETED

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the

36C25625Q0722 Page 6 of 106 contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. N/A

5. N/A

6. SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/ subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/ subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

36C25625Q0722 Page 7 of 106

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

7. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data.

Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

36C25625Q0722 Page 8 of 106

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

8. SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day's notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

9. TRAINING: All Contractor personnel assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training (manually), Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons.

(a) Sign and acknowledge (manually) understanding of and responsibilities for compliance with the Records Management for Records Officers and Liaisons.

(b) The Contractor shall provide to the Contracting Officer’s Representative (COR) a signed copy of the Records Management for Records Officers and Liaisons for each applicable Contractor personnel within one

(1) week of the initiation of the contract and annually thereafter, as required.

(c) Failure to complete the mandatory annual training and sign the Records Management for Records Officers and Liaisons annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

36C25625Q0722 Page 9 of 106

(End of Clause)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 BASE PERIOD

Rate for delivery of durable medical equipment to/from the VA Medical Facility/CBOC or Contractor Storage Area to/from the beneficiary’s address.

3,280.00 EA

The charge required for scheduling the delivery appointment with the Veteran patient or his/her caregiver; storage, delivery, assembly, setup, installation and adjustment of basic DME; providing Veteran patient instructions for use, care, maintenance & basic trouble shooting of the DME, anytime needed to prepare the equipment for delivery within a 75-mile radius of the VA Medical Facility/CBOC, by a manufacturer trained technician; and completing a delivery certification. This fee includes inspection of DME prior to storage at Contractor’s facility or in the appropriate VA facility, as instructed by VA authorized employee, within a 75-mile radius of the VA Medical Facility.

Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026

1,400.00 EA

BASE PERIOD

Bench Rate For DME/HME Maintenance/Repair (Repair Fee Per Hour):

The Contractor shall provide an hourly fee rate to perform repair service for all DME delivered equipment.

Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 The hourly fee will be made on the basis of a 15-minute interval rate, when requested by the Prosthetics & Sensory Aids service and agreement reached and approved, on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in cases of emergency. The Contractor shall charge and invoice for this labor as a separate item at the rate specified here.

0003 BASE PERIOD

Contractor Provided Repair Parts (all parts will be provided at manufacturers cost)

500.00 EA

Contract Period: Base

36C25625Q0722 Page 10 of 106

86.00 HR

AFTER HOURS/EMERGENCY DELIVERY: The Contractor will offer emergency delivery service for all equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Base

750.00 HR

AFTER HOURS/EMERGENCY REPAIR: The Contractor will offer emergency repair service for all DME equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Base

3,810.00 EA

The Contractor shall be reimbursed for mileage for deliveries and repairs made outside the 75-mile radius of the initiating VA medical facility/ Contractor Storage Area, determined by the location of stored equipment.

The mileage shall be calculated using the distances provided by Google.

Contract Period: Base

0007 BASE PERIOD

Flat Rate for mailing items to Veterans Small (hand held shower heads, feeding pumps, and other items similar in nature)

1,102.00 EA

56.00 EA

Flat Rate for mailing items to Veterans Large (shower chair w/back)

36C25625Q0722 Page 11 of 106

0009 BASE PERIOD

Flat fee for bariatric bed delivery/setup

24.00 EA

0010 BASE PERIOD

Home Care DME Bed Setup

20.00 EA

10.00 EA

Institutional Medline Bed Setup

Contract Period: Base

0012 BASE PERIOD

Grab Bar Delivery and Install (up to 2 grab bars)

800.00 EA

0013 BASE PERIOD

Installation of each additional grab bar

200.00 EA

1001 ORDER PERIOD 1

Rate for delivery of durable medical equipment to/from the VA Medical Facility/ CBOC or Contractor Storage Area to/from the beneficiary’s address.

Veteran patient or his/her caregiver; storage, delivery, assembly, setup, installation and adjustment of basic DME; providing Veteran patient instructions for use, care, maintenance & basic trouble shooting of the DME, anytime needed to prepare the equipment for delivery within a 75-mile radius of the VA Medical Facility/CBOC, by a manufacturer trained technician; and completing a delivery certification. This fee includes inspection of DME prior to storage at Contractor’s facility or in the appropriate VA facility, as instructed by VA authorized employee, within a

36C25625Q0722 Page 12 of 106

75-mile radius of the VA Medical Facility.

Contract Period: Order 1 POP Begin: 05-01-2026 POP End: 04-30-2027

1002 ORDER PERIOD 1

Bench Rate For DME/HME Maintenance/Repair (Repair Fee Per Hour):

The Contractor shall provide an hourly fee rate to perform repair service for all DME delivered equipment.

POP End: 04-30-2027

The hourly fee will be made on the basis of a 15-minute interval rate, when requested by the Prosthetics & Sensory Aids service and agreement reached and approved, on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in

1003 ORDER PERIOD 1

Repair Parts (all parts will be provided at manufacturers cost)

ORDER PERIOD 1

AFTER HOURS/EMERGENCY DELIVERY: The Contractor will offer emergency delivery service for all equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown.

Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 1

AFTER HOURS/EMERGENCY REPAIR: The Contractor will offer emergency repair service for all DME equipment. The Veteran patient/

36C25625Q0722 Page 13 of 106 caregiver will be instructed on emergent phone numbers in case of equipment breakdown.

Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 1

The Contractor shall be reimbursed for mileage for deliveries and repairs made outside the 75-mile radius of the initiating VA medical facility/ Contractor Storage Area, determined by the location of stored equipment.

The mileage shall be calculated using the distances provided by Google.

Contract Period: Order 1

1007 ORDER PERIOD 1

to Veterans patient Small (hand held shower heads, feeding pumps, and other items similar in nature)

1008 ORDER PERIOD 1

to Veterans Large (shower chair with back)

1009 ORDER PERIOD 1

Flat fee for bariatric bed delivery/setup

Home Care DME Bed Setup

Contract Period: Order 1

36C25625Q0722 Page 14 of 106

Institutional Medline Bed Setup

Contract Period: Order 1

Grab Bar Delivery and Install (up to 2 grab bars) Contract Period: Order 1

Installation of each additional grab bar Contract Period: Order 1

2001 ORDER PERIOD 2 3,280.00 EA

Rate for delivery of durable medical equipment to/from the VA Medical Facility/CBOC or Contractor Storage Area to/from the beneficiary’s address.

The charge required for scheduling the delivery appointment with the Veteran patient or his/her caregiver; storage, delivery, assembly, setup, installation and adjustment of basic DME; providing Veteran patient instructions for use, care, maintenance & basic trouble shooting of the DME, anytime needed to prepare the equipment for delivery within a 75-mile radius of the VA Medical Facility/CBOC, by a manufacturer trained technician; and completing a delivery certification. This fee includes inspection of DME prior to storage at Contractor’s facility or in the appropriate VA facility, as instructed by VA authorized employee, within a 75-mile radius of the VA Medical Facility.

Contract Period: Order 2 POP Begin: 05-01-2027 POP End: 04-30-2028

2002 ORDER PERIOD 2 1,400.00 EA

Bench Rate For DME/HME Maintenance/Repair (Repair Fee Per Hour):

The Contractor shall provide an hourly fee rate to perform repair service for all DME delivered equipment.

Contract Period: Order 2 POP Begin: 05-01-2027 POP End: 04-30-2028

The hourly fee will be made on the basis of a 15-minute interval rate, when requested by the Prosthetics & Sensory Aids service and agreement reached and approved, on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in

36C25625Q0722 Page 15 of 106

ORDER PERIOD 2

Contractor Provided Repair Parts (all parts will be provided at manufacturers cost) Contract Period: Order 2

AFTER HOURS/

EMERGENCY DELIVERY:

The Contractor will offer emergency delivery service for all equipment.

The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 2

AFTER HOURS/EMERGENCY REPAIR: The Contractor will offer emergency repair service for all DME equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 2

2006 ORDER PERIOD 2 3,810.00 EA

The Contractor shall be reimbursed for mileage for deliveries and repairs made outside the 75-mile radius of the initiating VA medical facility/ Contractor Storage Area, determined by the location of stored equipment.

The mileage shall be calculated using the distances provided by Google.

Contract Period: Order 2

Flat Rate for mailing items to Veterans Small (hand held shower heads, feeding pumps, and other items similar in nature)

Contract Period: Order 2

36C25625Q0722 Page 16 of 106

Flat Rate for mailing items to Veterans Large (shower chair w/back)

Contract Period: Order 2

Flat fee for bariatric bed delivery/setup

Contract Period: Order 2

Home Care DME Bed Setup

Contract Period: Order 2

Institutional Medline Bed Setup

Contract Period: Order 2

2012 ORDER PERIOD 2

Grab Bar Delivery and Install (up to 2 grab bars)

Contract Period: Order 2

Installation of each additional grab bar

Contract Period: Order 2

36C25625Q0722 Page 17 of 106

3001 ORDER PERIOD 3

Rate for delivery of durable medical equipment to/ from the VA Medical Facility/ CBOC or Contractor Storage Area to/from the beneficiary’s address.

Veteran patient or his/her caregiver; storage, delivery, assembly, setup, installation and adjustment of basic DME; providing Veteran patient instructions for use, care, maintenance & basic trouble shooting of the DME, anytime needed to prepare the equipment for delivery within a 75-mile radius of the VA Medical Facility/CBOC, by a manufacturer trained technician; and completing a delivery certification. This fee includes inspection of DME prior to storage at Contractor’s facility or in the appropriate VA facility, as instructed by VA authorized employee, within a 75-mile radius of the VA Medical Facility.

Contract Period: Order 3 POP Begin: 05-01-2028 POP End: 04-30-2029

3002 ORDER PERIOD 3

Bench Rate For DME/HME Maintenance/ Repair (Repair Fee Per Hour):

The Contractor shall provide an hourly fee rate to perform repair service for all DME delivered equipment.

Contract Period: Order 3 POP Begin: 05-01-2028 POP End: 04-30-2029

The hourly fee will be made on the basis of a 15-minute interval rate, when requested by the Prosthetics & Sensory Aids service and agreement reached and approved, on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in

3003 ORDER PERIOD 3

Repair Parts (all parts will be provided at manufacturers cost)

Contract Period: Order 3

3004 ORDER PERIOD 3

AFTER HOURS/

EMERGENCY DELIVERY:

The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life

36C25625Q0722 Page 18 of 106 sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 3 POP Begin: 05-01-2028

ORDER PERIOD 3

AFTER HOURS/EMERGENCY REPAIR: The Contractor will offer emergency repair service for all DME equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 3

The Contractor shall be reimbursed for mileage for deliveries and repairs made outside the 75-mile radius of the initiating VA medical facility/ Contractor Storage Area, determined by the location of stored equipment.

The mileage shall be calculated using the distances provided by Google.

Contract Period: Order 3

Flat Rate for mailing items to Veterans Small (hand held shower heads, feeding pumps, and other items similar in nature)

Contract Period: Order 3

Flat Rate for mailing items to Veterans Large (shower chair w/back)

Contract Period: Order 3

3009 ORDER PERIOD 3 24.00 EA

Flat fee for bariatric bed delivery/setup Contract Period: Order 3

36C25625Q0722 Page 19 of 106

Home Care DME Bed Setup

Contract Period: Order 3

Institutional Medline Bed Setup

Contract Period: Order 3

Grab Bar Delivery and Install (up to 2 grab bars)

Contract Period: Order 3

Installation of each additional grab bar

Contract Period: Order 3

4001 ORDER PERIOD 4 3,280.00 EA

Rate for delivery of durable medical equipment to/from the VA Medical Facility/CBOC or Contractor Storage Area to/from the beneficiary’s address.

The charge required for scheduling the delivery appointment with the Veteran patient or his/her caregiver; storage, delivery, assembly, setup, installation and adjustment of basic DME; providing Veteran patient instructions for use, care, maintenance & basic trouble shooting of the DME, anytime needed to prepare the equipment for delivery within a 75-mile radius of the VA Medical Facility/CBOC, by a manufacturer trained technician; and completing a delivery certification. This fee includes inspection of DME prior to storage at Contractor’s facility or in the appropriate VA facility, as instructed by VA authorized employee, within a 75-mile radius of the VA Medical Facility.

36C25625Q0722 Page 20 of 106

Contract Period: Order 4 POP Begin: 05-01-2029 POP End: 04-30-2030

4002 ORDER PERIOD 4 1,400.00 EA

Bench Rate For DME/HME Maintenance/Repair (Repair Fee Per Hour):

The Contractor shall provide an hourly fee rate to perform repair service for all DME delivered equipment.

Contract Period: Order 4 POP Begin: 05-01-2029 POP End: 04-30-2030

The hourly fee will be made on the basis of a 15-minute interval rate, when requested by the Prosthetics & Sensory Aids service and agreement reached and approved, on a per job basis with the Prosthetic Representative and Prosthetics, prior to any repair service, except in

ORDER PERIOD 4

Contractor Provided Repair Parts (all parts will be provided at manufacturers cost)

Contract Period: Order 4

4004 ORDER PERIOD 4

AFTER HOURS/

EMERGENCY DELIVERY:

The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 4

AFTER HOURS/EMERGENCY REPAIR: The Contractor will offer emergency repair service for all DME equipment. The Veteran patient/ caregiver will be instructed on emergent phone numbers in case of equipment breakdown. Emergency is defined as life sustaining. Service will be available 24 hours a day, 7 days a week.

Contract Period: Order 4

4006 ORDER PERIOD 4 3,810.00 EA

The Contractor shall be reimbursed for mileage for deliveries and repairs made outside the 75-mile radius of the initiating VA medical facility/

36C25625Q0722 Page 21 of 106

Contractor Storage Area, determined by the location of stored equipment.

The mileage shall be calculated using the distances provided by Google.

Contract Period: Order 4

Flat Rate for mailing items to Veterans patient Small (hand held shower heads, feeding pumps, and other items similar in nature)

Contract Period: Order 4

Flat Rate for mailing items to Veterans Large (shower chair w/back)

Contract Period: Order 4

Flat fee for bariatric bed delivery/setup

Contract Period: Order 4

Home Care DME Bed Setup

Contract Period: Order 4

Institutional Medline Bed Setup

Contract Period: Order 4

36C25625Q0722 Page 22 of 106

Grab Bar Delivery and Install (up to 2 grab bars)

Contract Period: Order 4

Installation of each additional grab bar

Contract Period: Order 4

GRAND TOTAL

The ordering period for this agreement will be for a firm term of five (5) years. The offered prices will apply throughout the life of the contract unless requested by the Contractor and modified by the NCO-16 Contracting Officer. The rates specified in the schedule above shall be the maximum paid the Contractor as orders are placed during the term of the agreement. In no event can the rates listed in the schedule be exceeded.

5-Year Order Period: May 1, 2025 - April 30, 2030

36C25625Q0722 Page 23 of 106

B.4 PERFORMANCE WORK STATEMENT

A. BACKGROUND

The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (VAMC) in Houston, TX, in Veterans Integrated Service Network (VISN)-16 has a requirement for a long term, Indefinite Delivery Contract for Durable Medical Equipment (DME) and Home Medical Equipment (HME) storage, delivery and pick-up, and all other service. The Contract shall provide all necessary labor, facilities, pick-up and delivery, set-up, disassembly, storage, repairs, and inventory management of VA owned equipment. Multiple Resource Use Specific to Repair of Mobility Devices (e.g. manual wheelchairs, power chairs, and scooters): Veterans Affairs Houston Health Care System intends to use multiple contracted sources for repair of mobility devices (e.g., manual wheelchairs, power wheelchairs and scooters), interchangeably and separate, from this requirement for repair of mobility devices (e.g., manual wheelchairs, power wheelchairs and scooters). The DME and HME storage, delivery and pick-up, and all other service shall be in accordance with all terms, conditions, specifications, and requirements of this Performance Work Statement (PWS).

B. GENERAL INFORMATION:

The Michael E. DeBakey VAMC intends to enter into a Firm-Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) Contract with single award, in accordance with all terms, conditions, provisions, schedules and specifications of this performance work statement for a period of one year from the date of award, subject to the availability of funds.

1. Period of Performance:

Base Period: May 1, 2025 – April 30, 2026 Order Period 1: May 1, 2026 – April 30, 2027 Order Period 2: May 1, 2027 – April 30, 2028 Order Period 3: May 1, 2028 – April 30, 2029 Order Period 3: May 1, 2029 – April 30, 2030

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

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

4. Deliveries and/or pick-ups shall be made at such times and in such quantities as specified by the designated Contracting Officer Representative (COR).

5. Contractor shall furnish Durable Medical/ Home Medical Equipment (DME/HME) and/or accessories necessary to provide DME/HME Services to eligible Veteran patients under the jurisdiction of the primary service area of the MEDVAMC, in the Veteran patient/Caregiver’s home or other designated points in accordance with standards established by the Joint

36C25625Q0722 Page 24 of 106

Commission for Home Care through reissue of equipment and/or accessories for which Contractor has provided pick-up, repair, cleaning, and storage.

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

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

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

9. For this Performance Work Statement (PWS), the normal delivery or service area is considered to cover the counties/ parishes serviced by the Michael E. DeBakey VAMC and its affiliated Community Based Outpatient Clinics (CBOCs).

a. Major sites with affiliated areas:

Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, Texas 77030-4211

b. Community Base Outpatient Clinics (CBOCs) and Counties

(1) Beaumont VA Clinic, 3420 Veterans Circle Beaumont, TX 77707-2552

(2) Lufkin VA Clinic, 2206 North John Redditt Drive, Lufkin, TX 75904-1776

(3) Conroe VA Clinic, 690 South Loop 336 West, Suite 300, Conroe, TX 77304-3320

(4) Galveston VA Clinic, 3828 Avenue N, Galveston, TX 77550-6614

(5) Webster VA Clinic, Community Resource & Referral Center 1700 Webster Street, 36C25625Q0722 Page 25 of 106

Houston, TX 77003-5827

(6) Katy VA Clinic, 750 Westgreen Boulevard Westgreen Professional Building Katy, TX 77450-2799

(7) Humble VA Clinic, 1485 FM 1960 Bypass Road East, Humble Medical Plaza, Suite 340, Humble, TX 77338-3965

(8) Lake Jackson VA Clinic, 208 South Oak Drive, Suite 700, Lake Jackson, TX 77566-5789

(9) Richmond VA Clinic, 22001 Southwest Freeway, Suite 200, Richmond, TX 77469-7002

(10) Sugar Land VA Clinic, 1327 Lake Pointe Parkway, Suite 515, Sugar Land, TX 77478-4095

(11) Texas City VA Clinic, 9300 Emmett F. Lowery Expressway, Suite 206, Texas City, TX 77591-2134

(12) Tomball VA Clinic, 1200 West Main Street, Tomball, TX 77375-5522

(13) Counties (Texas): Lamar, Delta, Hopkins, Rains, Van Zandt, Henderson, Red River, Franklin, Titus, Camp, Wood, Smith, Anderson, Cherokee, Rusk, Gregg, Upshur, Morris, Panola, Harrison, Marion, Cass, Bowie, Nacogdoches, Shelby, Sabine, San Augustine.

c. Catchment Areas and Bordering States

Contractor shall provide emergency setup, and management of DME/HME services only when the facility requests these services to any Veteran patient that is treated at the MEDVAMC and all CBOC’s supported therein (Clinic of Jurisdiction/ Primary Service Area COJ/ PSA), regardless of the physical location. The listing of these counties does not exclude other counties. This requirement includes services to Veteran patients who reside near bordering states catchment areas but prefer to be seen at MEDVAMC and have been identified and verified as registered Veteran patients of MEDVAMC.

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

36C25625Q0722 Page 26 of 106

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

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

GLOSSARY

Definitions:

VA Veterans Affairs VAMC Department of Veterans Affairs Medical Center VISN Veterans Integrated Service Network VETERAN Beneficiary, Patient CBOC Community Based Outpatient Clinic CLIN Contract Linie Item Number CO Contracting Officer COR Contracting Office Representative CDC Centers for Disease Control CDL Commercial Driver’s License CDR Contract Deficiency Report DOT Department of Transportation TJC The Joint Commission PSAS Prosthetic & Sensory Aids Service HCPC Healthcare Common Procedure Code ATP Assistive Technology Professional LPH STERIS' LpH® se One Step Germicidal Detergent OSHA Occupation Safety and Health Administration MEDVAMC Michael E.