S01 36C26223R0034_1 RFP_HME Services ( VAGLA )_.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

36C26223R0034 03-01-2023

Jonathan C. Ford 562-766-2235 03-31-2023

10:00AM PST

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

X 100

X

621610

$16.5 Million

N/A

36C262

VA Greater Los Angeles Healthcare System

11301 Wilshire Blvd

Los Angeles CA 90073

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

Department of Veterans Affairs

Financial Services Center

See CONTINUATION Page

The Government requires a contractor to Provide Home Medical

Equipment (HME) services to patients at their residences located within the VA Greater Los Angeles Healthcare System catchment area.

This solicitation is set aside 100% for Service Disabled

Veteran Owned Businesses.

See subsequent pages for details.

See CONTINUATION Page

36C26223R0034

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. SCHEDULE OF SUPPLIES/SERVICES

B.3. PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2021)

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 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...27

C.7 52.219-14 LIMITATIONS ON SUBCONTRACTING (OCT 2022)

C.8 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.9 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.10 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..34

C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION)

C.14 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 DOL WAGE DETERMINATIONS – ATTACHED

D.2 PRICE WORKSHEET – ATTACHED

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (NOV 2021)

E.2 NOTIFICATION TO OFFERORS & PROPOSAL SUBMISSION INSTRUCTIONS .48

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

SERVICES (NOV 2021)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

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

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

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020)

(DEVIATION)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRAION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT:

Department of Veterans Affairs, Jonathan C. Ford

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

2. PARTICIPATING FACILITIES

VA Greater Los Angeles Healthcare System

11301 Wilshire Blvd

Los Angeles, CA 90073

3. INVOICES: Invoices shall be submitted monthly arrears to the COR for each participating facility per the instructions in the performance work statement.

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

AMENDMENT NO DATE

5. DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER: In accordance with FAR Provision 52.212-1 paragraph (j), please provide the Dun and Bradstreet Number

DUNS# ___ ___ ___ - ___ ___ ___ - ___ ___ ___

B.2. SCHEDULE OF SUPPLIES/SERVICES

This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is $2,000.00. The maximum aggregate value of the orders that can be placed under this contract is $7,625,371.13. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

The previous option period pricing will apply to any extension pursuant to FAR 52.217-8

The contract period of performance for this Indefinite Delivery Indefinite Quantity Contract (IDIQ) is a

Base Period of One-Year and four (4) One-Year option periods to be exercised at the discretion of the

Government.

Base Period: TBD

ITEM

NUMBER

DESCRIPTION OF SUPPLIES/SERVICES UNIT UNIT PRICE

A001GLA

Delivery/pick up within 50 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A002GLA

Delivery/pick up within 51 - 100 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A003GLA

Delivery/pick up within 101 - 150 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A004GLA

Delivery/pick up within 151 - 200 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A005GLA

Delivery/pick up over 200 miles from VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A006GLA

Delivery & Set-Up or Pick-Up of Bariatric beds.

Charges will be ADDED to base delivery rate. JOB $

A007GLA

Delivery & Set-Up or Pick-Up of G - beds.

Charges will be ADDED to base delivery rate. JOB $

A008GLA

Veteran self pick up of HME at Contractor facility with instructions. JOB $

A009GLA

Labor charges for repairs (other than minor repairs, PMIs or adjustments) to HME maintained under the contract

HOUR $

A0010GLA

Emergency service charges will be ADDED to the base delivery charge.

JOB $

Option Period One: TBD

NUMBER

DESCRIPTION OF SUPPLIES/SERVICES UNIT UNIT PRICE

A001GLA

Delivery/pick up within 50 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A002GLA

Delivery/pick up within 51 - 100 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A003GLA

Delivery/pick up within 101 - 150 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A004GLA

Delivery/pick up within 151 - 200 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A005GLA

Delivery/pick up over 200 miles from VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A006GLA

Delivery & Set-Up or Pick-Up of Bariatric beds.

Charges will be ADDED to base delivery rate.$

JOB $

A007GLA

Delivery & Set-Up or Pick-Up of G - beds.

Charges will be ADDED to base delivery rate.

JOB $

A008GLA

Veteran self pick up of HME at Contractor facility with instructions.

JOB $

A009GLA

Labor charges for repairs (other than minor repairs, PMIs or adjustments) to HME maintained under the contract

HOUR $

A0010GLA

Emergency service charges will be ADDED to

Option Period Two: TBD

NUMBER

DESCRIPTION OF SUPPLIES/SERVICES UNIT UNIT PRICE

A001GLA

Delivery/pick up within 50 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A002GLA

Delivery/pick up within 51 - 100 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A003GLA

Delivery/pick up within 101 - 150 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A004GLA

Delivery/pick up within 151 - 200 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

A005GLA

Delivery/pick up over 200 miles from VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A006GLA

Delivery & Set-Up or Pick-Up of Bariatric beds.

Charges will be ADDED to base delivery rate.

JOB $

A007GLA

Delivery & Set-Up or Pick-Up of G - beds.

Charges will be ADDED to base delivery rate.

JOB $

A008GLA

Veteran self pick up of HME at Contractor facility with instructions.

JOB $

A009GLA

Labor charges for repairs (other than minor repairs, PMIs or adjustments) to HME maintained under the contract

HOUR $

A0010GLA

Emergency service charges will be ADDED to

Option Period Three: TBD

NUMBER

DESCRIPTION OF SUPPLIES/SERVICES UNIT UNIT PRICE

A001GLA

Delivery/pick up within 50 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A002GLA

Delivery/pick up within 51 - 100 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A003GLA

Delivery/pick up within 101 - 150 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A004GLA

Delivery/pick up within 151 - 200 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A005GLA

Delivery/pick up over 200 miles from VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A006GLA

Delivery & Set-Up or Pick-Up of Bariatric beds.

Charges will be ADDED to base delivery rate.

JOB $

A007GLA

Delivery & Set-Up or Pick-Up of G - beds.

Charges will be ADDED to base delivery rate.

JOB $

A008GLA

Veteran self pick up of HME at Contractor facility with instructions.

JOB $

A009GLA

Labor charges for repairs (other than minor repairs, PMIs or adjustments) to HME maintained under the contract

HOUR $

A0010GLA

Emergency service charges will be ADDED to

Option Period Four: TBD

NUMBER

DESCRIPTION OF SUPPLIES/SERVICES UNIT UNIT PRICE

A001GLA

Delivery/pick up within 50 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A002GLA

Delivery/pick up within 51 - 100 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A003GLA

Delivery/pick up within 101 - 150 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A004GLA

Delivery/pick up within 151 - 200 miles of VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A005GLA

Delivery/pick up over 200 miles from VAGLAHS or HME Facility, whichever is closest to delivery/pick up location

JOB $

A006GLA

Delivery & Set-Up or Pick-Up of Bariatric beds.

Charges will be ADDED to base delivery rate.

JOB $

A007GLA

Delivery & Set-Up or Pick-Up of G - beds.

Charges will be ADDED to base delivery rate.

JOB $

A008GLA

Veteran self pick up of HME at Contractor facility with instructions.

JOB $

A009GLA

Labor charges for repairs (other than minor repairs, PMIs or adjustments) to HME maintained under the contract.

HOUR $

A0010GLA

Emergency service charges will be ADDED to

B.3. PERFORMANCE WORK STATEMENT (PWS)

HOME MEDICAL EQUIPMENT SERVICES

1. SCOPE OF WORK

1.1 The contractor shall provide all the necessary labor, facilities, transportation, and management to perform delivery and pick-up services, set-up and disassembly, minor repair, and storage of government-owned Home Medical Equipment (HME). Services will be provided to VA beneficiaries as directed by the Veterans Integrated Service Network (VISN) 22 Prosthetic and Sensory Aids Services Departments listed herein. The use of the terms “Veteran”, “beneficiaries” and “patient” are used interchangeably and refer to the recipient of required equipment and incidental services required under the contract.

1.2 Minor repair is defined as a repair that can be performed without the use of additional parts that are specific to the equipment being repaired (e.g, replacing bolts, screws, or wiring connectors are considered minor repairs).

1.3 All services will be performed in the Veteran’s place of residence. The contractor shall have a facility or resources physically located in the area of service depicted in the next section under the Geographic

Coverage Area, in which they will provide service. The contractor’s office location shall include, but not be limited to the following: service office, warehouse, dispatch of vehicles and other functions related to the performance of services of this contract within a fifty (50) mile radius of the VA facility listed in in the following section below to facilitate periodic inspections by VA and/or other accrediting agencies.

2. GEOGRAPHIC COVERAGE: The geographical boundaries described herein for this contract have been determined as the areas of responsibility/jurisdiction for the VA Greater Los Angeles Healthcare

System. (VAGLAHS) located at 11301 Wilshire Blvd. Los Angeles, CA 90073. This coverage includes all of the following counties in Southern California: Los Angeles, Ventura, Kern, Santa Barbara, San Luis

Obispo.

3. SERVICE SPECIFICATIONS

3.1 Orders: The VAGLAHS Prosthetics Purchasing Agent, COR, or COR designee will submit the request (via encrypted email or fax) to the contractor to initiate delivery, set-up, pick-up, or repair of

HME. The request may be made orally but will be confirmed in writing within one (1) business day. The contractor shall confirm receipt (via VA approved encrypted email and fax) of the request within two (2) working hours of notification.

3.2 DELIVERY/SET-UP OF HME: The contractor shall deliver HME to patients, within forty-eight

(48) hours of request from the COR, designee, or VAGLAHS Prosthetics Purchasing Agent (dependent on patient’s availability), to include after normal business hours, weekends, and holidays not identified below; this response time will also apply to service calls. Upon receipt of a request, the contractor will schedule by telephone a delivery time with the patient/caregiver. If a delivery time cannot be scheduled within the time frame stated above, the contractor will document all attempts and notify the COR or designee. Retrieved/refurbished equipment will be issued before new equipment is issued - unless otherwise instructed by VA COR or designee.

3.3 HME delivered will be clean, sanitized, and disinfected. HME will be packed in a manner to avoid damage during transport to the patients’ home. HME will be in operating condition; If a piece HME is delivered and is unserviceable, or the delivery is incomplete, (i.e., all components not delivered), subsequent job(s) required to complete the order will be made without additional cost to the Government.

The scheduled time for delivery must be met, even if multiple jobs; as a result of the contractor's actions are required.

3.4 HOME ASSESSMENT REQUIREMENTS: The contractor will perform a home safety assessment to ensure the home environment is safe and adequate for the intended use of the HME. The assessment includes, but is not limited to the following:

a. Potential spatial and cleanliness issues, which may impede safety and/or proper usage.

b. The contractor will check the adequacy of the electrical outlet(s) in the patient’s home if applicable to the HME. When it is determined that the electrical outlet(s) are not properly grounded, but it is otherwise adequate, the contractor will provide and install a three (3) prong adapter.

c. If it is determined by the contractor, that the HME cannot be safely installed and used without creating a potential safety hazard for the patient/caregiver, the COR or designee will be notified immediately by phone (followed up with an email) or email. The delivery will not be completed until cleared by the COR or designee. In the event the COR advises the contractor that the delivery cannot be completed because of the safety and/or home environment related issues, the contractor will be entitled to payment for the delivery service.

3.5 PATIENT EDUCATION: The contractor will provide verbal and written instructions to patient and/or caregiver as part of delivery/set-up services. This will include, at a minimum, the following information:

a. Basic purpose, operating instructions, troubleshooting and correct use of HME

b. Safety precautions and warnings associated with the HME in relation to it’s in home use

c. Known safety hazards related to use with provision of a written checklist of HME information and safety checks incorporating the manufacturer’s instructions

d. When applicable, back-up HME and accessories, and emergency plans

e. Maintenance to be performed by the patient/caregiver

f. Any cleaning or disinfecting to be performed on HME or accessories and infection control procedures

g. Appropriate storage and transportation of HME

h. Demonstration of HME usage by the Contractor and observation of demonstration of usage by the patient/caregiver

3.6 The contractor will provide the operation manual, if applicable, for all equipment to the patient and/or caregiver upon delivery of equipment.

3.7 Occasionally patients/caregivers will pick-up HME at the contractor's storage facility. The contractor will provide instruction on HME as appropriate. There will be no charge to the Government when HME is picked up by patients/caregivers if no instructions were provided. The patient/caregiver will sign stating that instructions were or were not provided.

3.8 Written instructions will be documented on the "Certification of Delivery" form, provided to the contractor by the VAGLAHS.

3.9 The contractor will provide all patients/caregivers a copy of VA Patient Rights & Responsibilities. A

VA Patient Rights & Responsibilities document will be provided to the contractor by the COR. The

Contractor will make appropriate copies to provide to patients/caregivers.

3.10 The contractor will fully complete the “Certification of Delivery” form and submit it with each individualized itemized invoice. Certification must be signed and dated by the patient/caregiver.

Invoices received without or incomplete “Certification of Delivery” forms will be returned to the contractor without action.

3.11 PICK-UP OF EQUIPMENT: The contractor will be required to pick-up HME from a patient’s home within forty-eight (48) hours of request from the COR designee, or Prosthetics Purchasing Agent(or at the time arranged by the patient/caregiver) to include after normal business hours, weekends, and. The date and time of HME pick-up will be coordinated with the patient/caregiver or next of kin. The contractor will make every effort to meet the patient’s or patient’s families’ requests for pick-up times.

The contractor will honor their requests to pick-up equipment before or after funerals or family gatherings. The contractor will treat such requests with the utmost courtesy and give such requests the highest priority. In the event a pick-up time cannot be scheduled with the patient/caregiver or next of kin within forty-eight (48) hours, the contractor will notify the COR or designee

3.12 All HME being picked up will be packed in a manner to avoid damage during transportation. HME returned as a unit will be packed together or marked clearly as a part of the overall unit for inventory.

3.13. Contractor may be required to perform repairs at Veteran’s place of residence. Service/repair calls must be invoiced for a minimum of one (1) hour.

4. LIST OF EQUIPMENT: The government-owned Home Medical Equipment (HME) may be new or retrieved and refurbished. HME will include but not be limited to the items identified below for this station: VA GREATER LOS ANGELES HEALTHCARE SYSTEM

EQUIPMENT MONTHLY

AVERAGE

1 Hospital beds with side rails (sets) 20

2 Hospital Bed Accessories (bed Extender, hand control pendent)

3 Standard mattresses 20

4 Bariatric beds 3

5 Specialty mattresses 15

6 Trapeze assemblies 10

7 Over-bed tables 5

8 Patient lifts & Accessories 5

9 Wheelchairs (manual) 2

10 Electric mobility devices (i.e., power wheelchairs & scooters)

Bathroom safety aids (commode chairs, tub seats, tub benches)

12 Ambulatory aids (rollators, walkers, crutches, etc.) 5

13 Vehicle and Van lifts 5

14 Portable wheelchair ramps 3

15 Feeding Pumps & Intravenous Therapy (IV)Poles 10

16 Wheelchair batteries (repair and replace dead batteries) 0

5. DISPOSABLE ITEMS: Retrieved or returned single use disposable items, i.e., mattresses, foam rubber cushions, pads and soft goods will NOT be stored but will be disposed of by the contractor at no additional cost to the Government. The contractor will comply with all Federal, State, and local laws and regulations governing the disposal of such items.

6. EMERGENCY SERVICE REQUEST: Emergency service requests may be for delivery or repair services and will be completed within four (4) hours after receipt of request. Cost for emergency services will be billed in addition to the per JOB rate and identified on applicable invoices as an emergency service charge

7. BILLING: Delivery/pick-up will be billed by JOB. Rates to include delivery/pick-up of HME to/from patients’ home, VA facilities or the contractor's facilities. Set-up/ disassembly of all government-owned HME, storage, documentation of instructions, issuance of patient's rights and responsibilities, home safety guidelines, universal precautions, removing from and placing into storage, record keeping for inventory control, testing, calibrations, and routine preventative maintenance (PM) and adjustments shall also be included in the JOB rate. Rates will also include minor repair, cleaning and disinfecting of HME.

Invoice line items (except maintenance of picked up items) must also include the Veteran’s name, address, and service(s) received. Invoices received without this information for each line item will be returned to the contractor without action.

8. EQUIPMENT MAINTENANCE AND REPAIRS

8.1 All HME retrieved from a patient’s home will be held in a designated contaminated equipment area.

Within five (5) working days of the pick-up, the contractor will assess the equipment and notify the COR or designee, in writing, via the "HOME MEDICAL EQUIPMENT RETURN TO STOCK

REQUEST" form, provided to the contractor by the COR, that the item(s) have either been:

1) cleaned and ready for re-issuance in accordance with the requirements specified herein and placed in inventory, or

2) is in need of repair.

8.2 Before being placed in the clean HME storage area, all retrieved HME, in addition to being cleaned, will be checked for proper operation, function, safety, and serviceability. HME will then be inventoried and protectively wrapped in plastic. Cleaning and assessment are at no charge to the Government.

8.3 All reusable HME will be cleaned by steam or other methods approved or recommended by the

Center of Disease Control (CDC). This may include, but not be limited to, washing by hand with a detergent disinfectant solution, quaternary ammonium and hospital grade disinfectants as identified and accepted by the CDC.

8.4 Notification of items in need of repair will include a descriptive assessment of the item(s) condition and any recommendations for and/or estimated number of labor hours and parts needed to repair or refurbish PRIOR to starting any repair via the "HOME MEDICAL EQUIPMENT RETURN TO

STOCK REQUEST" form. The contractor will not be reimbursed for repairs made without proper authorization. The estimate will also include the initials and last four of the SSN of the patient who last utilized the HME. The spare parts may be purchased by the VA for drop shipment to the contractor. Cost for repairs (other than minor repairs) will be billed as per hour rates in the Schedule of Supplies/Services.

Repairs and refurbishment will be accomplished by appropriately trained and qualified personnel.

8.5 When it is it is determined by the VA that an item is beyond economical reconditioning or repair, the item will be held in storage, tagged as unserviceable, and returned to the VA (at no charge) or disposed of as instructed.

8.6 In accordance with sound industry practice, and the terms and conditions of this contract; the contractor will be responsible for the proper care, maintenance, and use of government-owned HME in its possession or control from the time of receipt until properly relieved of responsibility from that property by the COR or designee.

9. STORAGE

9.1 CLEAN HME: All government-owned HME, (new) and retrieved (used), that has been cleaned, sanitized, disinfected and refurbished, will be stored on the contractor's premises in a secured area designated solely for "clean" government-owned HME. A separate storage area will be designated for

VAGLAHS. The vendor must allow for adequate space to service equipment and to store equipment that is awaiting parts and service.

9.2 The “clean” HME storage area will be segregated from other functions of the contractor’s business.

The storage area must be adequately equipped with industrial steel shelves and bins to properly accommodate the items being stored and use the space most efficiently. Storage areas will be labeled with the following information:

a) Item Master Number (if applicable) assigned by the VA for each model of equipment;

b) Manufacturer,

c) Stock level,

d) Re-order levels (stock and re-order levels will be determined by each facility).

Oversized boxes or containers will not be stored on the floor, but on raised pallets and/or platforms. The storage area must be climate controlled, no lower than 55 degrees and no higher than 85 degrees

Fahrenheit, with adequate ventilation/air circulation to protect HME from deterioration from dust, moisture/humidity and extreme temperatures. HME will be stored in an orderly manner to allow for immediate access to all items and to its component parts. Only HME which is suitable and ready for immediate issuance to patients will be stored in the clean equipment storage area.

9.3 The contractor will ensure HME is marked appropriately for identification as government-owned property and identified as VAGLAHS HME equipment. All HME tags will be marked in bold lettering

'VA' along with the following information:

Date picked up

Patient’s initials and last four of social

Make & Model

Serial Number

Date Cleaned & inspected

Date of last preventive maintenance

Status:

To be repaired

Ready to issue

Cannot be repaired

9.4 The contractor will provide a separate secured holding area for HME pending cleaning, sanitizing, disinfecting, servicing and/or refurbishing. The holding area will be secured and maintained in such a manner as to prevent the possibility of contamination of cleaned HME. The holding area may be a shared area in which the contractor uses for the same purpose.

Note: There will be no additional charge for storage of HME

10. INVENTORY

10.1 The VA will purchase HME and/or parts for repairs for drop-shipment directly to the contractor’s storage facility for storage. It is the contractor’s responsibility to:

1) properly receive HME,

2) check for damage before accepting receipt from shipper,

3) document receipt,

4) tag appropriately as government-owned HME,

5) place in storage area,

6) immediately EMAIL and/or FAX shipping documents along with purchase order information and acceptance certification to the appropriate VA ordering facility's COR.

The contractor may provide acceptance certification on the packing list/shipping document provided by the supplier. All invoices, receiving documents, and acceptance certification shall be forwarded to the

COR or designee no later than two (2) business days of receipt of HME.

10.2 In the event overages, shortages, or damages are discovered upon receipt of government-owned

HME and/or parts, the contractor will provide a statement of the condition and apparent causes to the

COR or designee immediately, no later than twenty-four (24) hours after occurrence. Only the quantity received will be recorded in the inventory control record.

10.3 The contractor will maintain inventory controls and prepare a perpetual inventory control record of all government-owned HME, new and retrieved, held in storage under the terms of this contract. The contractor will perform weekly inventory counts to maintain the required inventory levels and to ensure that proper inventory procedures are operating effectively at no additional cost to the Government. A copy of the weekly inventory report will be provided via email and/or FAX (FAX Numbers and or email addresses will be provided upon contract award) as determined by the COR or designee by COB Friday of each week. The contractor will provide a listing of all inventory awaiting repairs and item status.

10.4 The contractor's inventory control record will contain the following basic information for every item of government-owned HME in the contractor's possession:

HME Description

Model Number

Serial Number

New or Used

Location (clean storage, temporary storage or patients’ home)

10.5 Discrepancies of inventory will be investigated by the contractor and a written explanation provided to the COR or designee via email and/or FAX. Resolution of discrepancies must be completed before the next inventory reporting period.

10.6 The contractor and COR or designee will establish procedures for notification if inventory of an item reaches a level that an emergency order for that item needs to be completed.

10.7 The contractor will also maintain a cumulative log of HME issued during the contract period. The log will contain the following information:

Date issued

Patient’s initials and SSN

Make, Model and Serial Numbers

10.8 Immediately upon termination or completion of the contract, the contractor will clean all HME that is pending cleaning in the same manner identified in paragraph 8.3 of this section. Additionally the contractor will perform a physical inventory, adequate for disposal purposes, of all government-owned

HME applicable to the contract and provide the CORs with the Inventory Control Record document within seventy-two (72) hours after termination or completion.

10.9 The Department of Veterans Affairs has placed a high priority on inventory control. If, during the duration of the contract, a new VA Inventory System becomes a reality, a Bar Code Reader will be furnished by the VA to assist with maintaining an accurate inventory. In the event that this occurs, the contractor will be responsible for the safe storage and proper use of the Bar Code Reader.

11. REPORTS

11.1 SENTINEL EVENTS: The contractor is required to verbally inform the COR or designee of all accidents, malfunctions, injuries and deaths related to the delivery and use of HME IMMEDIATELY. A follow-up written report of contact describing the event, analysis of cause/effect, and corrective action taken, will be provided to the COR within five (5) business days of the verbal report.

11.2 PATIENT INQUIRIES: The contractor will make a written report of all inquiries, complaints, and requests received from patient or caregivers and furnish a copy to the COR. The written report must contain at a minimum: the nature of the inquiry, complaint, or request; the contractor’s decision; and the basis for the decision and outcome. The report will be signed by the contractor’s employee who received the call and the contractor’s official who reviewed it for appropriate action. All complaints will be addressed and resolved within five (5) business days. All records will be provided to the COR for review upon request and/or at quarterly site visits.

11.3 PATIENT SATISFACTION REPORT: patient satisfaction surveys will be conducted quarterly with a random 10% sampling. Analysis of the surveys along with originals of the actual surveys will be provided to the COR or designee, (along with any actions taken) quarterly, or upon request.

12. REQUIREMENTS AND STANDARDS

12.1 JOINT COMMISSION ACCREDITATION/STANDARDS: The contractor must be accredited by the Joint Commission or meet Joint Commission standards related to Home Care and Equipment

Management. The contractor must maintain Joint Commission accreditation or continuously meet Joint

Commission standards. If at any time the contractor loses Joint Commission accreditation or receives provisional accreditation, the VA must receive immediate notification in writing citing the typeof deficiencies and supplemental recommendations. The VA reserves the right to terminate the contract if

Joint Commission standards are not met or maintained.

12.2 The contractor must have at minimum 2 years of experience in storage, delivery, set-up, education, maintenance, and pick-up of Home Medical Equipment related to the requirements contained herein.

12.3 The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human

Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs.

12.4 The contractor shall employ Universal Precautions in ALL aspects of services provided under this contract in accordance with Joint Commission standards. All packaging and marking for infection control shall meet Joint Commission standards, as well as storage methods and facilities. VA Survey Teams will be responsible for periodic inspections to ensure Joint Commission standards are met.

12.5 INFECTION CONTROL REQUIREMENTS: If contaminated and clean items are transported in the same vehicle, the vehicle will have clearly demarcated areas for contaminated and clean items. The contractor’s procedure for handling the pick-up of contaminated equipment will also meet Joint

Commission standards.

a. Contractor will have a current plan for surveillance, prevention, and control of infection. The plan must meet or exceed current Joint Commission standards.

b. Contractor will provide a list of names to the COR or designee of all patients exposed to communicable diseases by contracted staff during an identified incubation period within 24 hours of identifying this exposure. The type of exposure will also be identified.

c. The COR or designee will consult with VA infection control staff regarding the need to contact exposed patients and/or complete any needed medical follow-up

12.6 CONTRACTOR VEHICLES: The contractor will have duly licensed vehicles able to transport the maximum weight recommended by the vehicle manufacturer. The contractor will ensure the vehicles used in the performance of this contract are licensed and meet the minimum requirements as mandated by the state, each county and city in which performance occurs. All vehicles will be clearly identified with the contractor’s name.

12.7 INSURANCE REQUIREMENTS: The contractor agrees to procure and maintain, while the contract is in effect, Worker's Compensation, Employer's Liability, General Liability and Motor Vehicle

Liability Insurance in accordance with the laws of the States of California The policy will provide coverage for Public Liability Limits of not less than the statutory limitation for any one accident, and at least meeting the statutory limitation, if more than one person is involved.

12.8 EVIDENCE OF COVERAGE: Before commencing work under the contract, the contractor will furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined herein and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance will not be effective unless a 30-day advance written notice of cancellation or change is furnished the Government.

12.9 EQUIPMENT CHANGE OUT FROM PREVIOUS CONTRACTOR(S): When there is a change in the contractor, the new contractor will pick-up all government-owned HME and related supplies from the previous contractor and will store that equipment until it is ready to be issued to patients. A mutually acceptable relocation date will be coordinated by the COR with the new and prior contractors to facilitate a smooth transition without disrupting the provisions of services to patients. The transition will include the transfer of all inventory records.

13. CONTRACT MONITORING

13.1 The VA COR or designee will monitor the contractor's performance in the following areas:

a. Was the set-up or delivery completed within 48 hours

b. Was all documentation received in Prosthetics within five (5) working days

c. Did the paperwork indicate New or Used

d. Serial Numbers annotated

e. Was patient education completed

f. Were patient or caregivers’ signatures obtained

g. Were any safety issues identified & noted

h. Was the overall documentation correct, complete and timely

13.2 The contract will be monitored in the above areas and will allow for a maximum non-compliance rate of no more than 15% in any individual area and will allow for a maximum overall non-compliance rate of 10% in all areas combined.

13.3 The COR or designee will perform a scheduled on-site visit of the contractor's facility bi-annually or as needed, to inspect the facilities and review necessary documented records to monitor contractor’s compliance with the specifications of the contract. The Government reserves the right to conduct unscheduled on-site visits at any time of contractor's facility to visually inspect all government-owned

HME and to ensure contract compliance. The contractor agrees to make available all records and documentation necessary during any on-site visit.

14. CONTRACTOR PERSONNEL

14.1 The contractor will develop and maintain personnel records for all employees providing services under this contract and make available for review upon request of the Contracting Office or COR.

Contractor must have in place a policy in which personnel will be required to submit to drug testing and back-ground check

14.2 The contractor will provide and document employee orientation, ongoing employee education, and ongoing assessment of employee competence for all employees involved with the performance of this contract. The contractor will ensure that only contractor employees that have been properly trained and who have demonstrated competency perform equipment maintenance or repair, deliveries, recoveries, and patient education on the equipment provided under this contract.

14.3 The contractor will be sufficiently staffed to render satisfactory and courteous service at all times to patients. The Contractor will be responsible for the acts and omissions of its employees, its sub-contractors or satellite office and their employees. Sub-contractors are required to adhere to all requirements of this contract; the contractor is responsible for ensuringits sub-contractors adhere to the requirements of this contract.

14.4 It is of the utmost importance that a high degree of sensitivity and professionalism be demonstrated when patient/caregiver contact is made. The patients serviced by this contract may have significant physical disabilities or chronic illnesses that, in many cases, influence their behavior and lifestyle. The contractor is expected to be discreet and tactful, and to demonstrate concern, compassion, and patience with all patitients.

14.5 The contractor shall require that its employees wear a uniform when providing on-site services to patients under this contract and that employees present and maintain a professional appearance during the performance of this contract. Contractor’s employees shall bear identification when providing services or making deliveries. Such identification will show the company name, employee’s name and the employee’s picture

14.6 The VA reserves the right to remove any contractor employee from the performance of service under this contract if their behavior and the level of service provided are not in accordance with the specifications and requirements contained herein.

15. CONTRACTOR’S FACILITY

15.1 The contractor’s facility will meet the requirements of the contract as it relates to storage of government-owned equipment. Clean equipment, equipment awaiting repairs/reconditioning and equipment to be turned-in will be segregated in accordance with Joint Commission standards.

15.2 The contractor’s facility will provide a proper area for providing instructions to VA beneficiaries/caregivers and an environment that is safe and secure for VA beneficiaries seeking services required under this contract. The contractor’s facility will be accessible for persons with disabilities and be representative of the VA’s good image in appearance and safety.

16. HOURS OF SERVICE: The contractor shall perform the services as specified herein twenty-four

(24) hours per day seven (7) days per week,. Services will normally be requested during normal business hours, however, after hour and weekend services may be required These services should not be considered emergency. Example: Requests entered on Thursday, 48 hours would result in delivery on

Saturday and should be done at regular price. Normal business hours are 7:30 a.m. to 5:00 p.m. Monday through Friday. The contractor must present the COR with a plan for handling requests outside of normal business hours upon contract award.

16.1 The Vendor is not required to provide service on the following National holidays, nor shall the

Vendor be paid for these holidays. The following national holidays observed by the Federal Government:

New Year’s Day 1 January

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Independence Day 19 June

Independence Day 4 July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

16.2 If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S.

Government agencies. Also included would be any day specifically declared by the President of the

United States.

17. The contractor will verify all patients currently receiving HME services and transition all HME equipment to their facility within 30 days after contract award.

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C.