S02 - SOLICITATION--.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

36C26323Q1001 09-14-2023

Erica Miller 319-688-3621 09-27-2023

9:00AM CDT

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

X

621610

$19 Million

N/A

X

Fargo VA Health Care System 2101 Elm Street Fargo ND 58102

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Important notice to Offerors:

Review and follow INSTRUCTIONS TO OFFERORS in Clause 52.212-1 Addendum.

Note block #28 - this document must be signed and returned to the Contracting Officer by the Offer Due Date in order to be considered. E-mail ALL required and completed documents to:

Erica Miller erica.miller5@va.gov

***Submit any written questions via e-mail - no telephonic questions will be accepted. Responses to questions pertaining to this solicitation will be provided through

September 25, 2023 only.

See CONTINUATION Page

N/A

X X

X 1

Chris Skaggs Contracting Officer

36C26323Q1001

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 SPECIFICATIONS / SOW

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (DEC 2022)

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) ...35

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JUN 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (MAR 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

E.8 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.9 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) .75

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

E.11 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (NOV 2021)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer 36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

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

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

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other []

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

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

EST.

QUANTITY UNIT UNIT PRICE AMOUNT

180.00 TRP __________________ __________________

Fee for delivery of DME from the VA to the beneficiary's address.

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services PRODUCT/SERVICE CODE: 6532 - Hospital and Surgical Clothing and Related Special Purpose Items

110.00 TRP __________________ __________________

Fee for pick-up of DME. This fee includes inspection and cleaning prior to storage at contractor's facility or in the appropriate Fargo VA HCS facility as instructed by VA authorized personnel within a 60-mile radius of the VA Medical Facility.

Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

120.00 hr __________________ __________________

The contractor shall provide an hourly fee rate to perform repairs when requested and approved by the Prosthetic and Sensory Aids Service. The contractor shall charge and invoice for this labor as a separate item at the rate specified here under and in accordance with the instructions outline under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

13,000.00 MI $0.655 $8,515.00

The contractor shall be reimbursed for mileage for deliveries and pick ups made outside the 60-mile radius of the Fargo VA HCS Medical Facility. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

1.00 PC __________________ __________________

The contractor shall be reimbursed for repair parts when requested by the Prosthetic and Sensory Aids Service. The contractor shall invoice for this part as a separate item in accordance with the instructions outlined under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

200.00 TRP __________________ __________________

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

120.00 TRP __________________ __________________

prior to storage at contractor's facility or in the appropriate Fargo VA HCS facility as instructed by VA authorized personnel within a 60-mile radius of the VA Medical Facility.

Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services when requested and approved by the Prosthetic and Sensory Aids Service. The contractor shall charge and invoice for this labor as a separate item at the rate specified here under and in accordance with the instructions outline under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

13,500.00 MI $0.655 $8,842.50

ups made outside the 60-mile radius of the Fargo VA HCS Medical Facility. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services by the Prosthetic and Sensory Aids Service. The contractor shall invoice for this part as a separate item in accordance with the instructions outlined under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

210.00 TRP __________________ __________________

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

130.00 MI __________________ __________________

prior to storage at contractor's facility or in the appropriate Fargo VA HCS facility as instructed by VA authorized personnel within a 60-mile radius of the VA Medical Facility.

Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

120.00 HR __________________ __________________

when requested and approved by the Prosthetic and Sensory Aids Service. The contractor shall charge and invoice for this labor as a separate item at the rate specified here under and in accordance with the instructions outline under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

13,500.00 MI $0.655 $8,842.50

ups made outside the 60-mile radius of the Fargo VA HCS Medical Facility. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services by the Prosthetic and Sensory Aids Service. The contractor shall invoice for this part as a separate item in accordance with the instructions outlined under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

220.00 TRP __________________ __________________

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

120.00 MI __________________ __________________

prior to storage at contractor's facility or in the appropriate Fargo VA HCS facility as instructed by VA authorized personnel within a 60-mile radius of the VA Medical Facility.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

120.00 HR __________________ __________________

when requested and approved by the Prosthetic and Sensory Aids Service. The contractor shall charge and invoice for this labor as a separate item at the rate specified here under and in accordance with the instructions outline under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

13,500.00 mi $0.655 $8,842.50 ups made outside the 60-mile radius of the Fargo VA HCS Medical Facility. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services by the Prosthetic and Sensory Aids Service. The contractor shall invoice for this part as a separate item in accordance with the instructions outlined under, "Repair of Recov Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

240.00 TRP __________________ __________________

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

140.00 mi __________________ __________________

This fee shall include set-up and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 60-mile radius of the Fargo VA HCS Medical Facility.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services when requested and approved by the Prosthetic and Sensory Aids Service. The contractor shall charge and invoice for this labor as a separate item at the rate specified here under and in accordance with the instructions outline under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

14,000.00 mi $0.655 $9,170.00 ups made outside the 60-mile radius of the Fargo VA HCS Medical Facility. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

1.00 ea __________________ __________________ by the Prosthetic and Sensory Aids Service. The contractor shall invoice for this part as a separate item in accordance with the instructions outlined under, "Repair of Recovered Equipment" in the Statement of Work.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 621610 - Home Health Care Services

GRAND TOTAL __________________

B.3 SPECIFICATIONS / SOW

DELIVERY OF DURABLE MEDICAL EQUIPMENT

1. OVERVIEW OF SERVICES: Contractor shall provide storage, delivery, installation, repair

(when required), pick-up and cleaning of VA owned durable medical equipment for beneficiaries of the Department of Veterans Affairs (VA) Health Care System (HCS) in Fargo, North Dakota in strict accordance with the terms and conditions of this statement of work. The VA intends to award a single Indefinite Delivery Indefinite Quantity (IDIQ) contract for a term of 5 years whereby one or more orders are placed when ordering services.

2. GOVERNMENT OWNED ITEMS: Contractor shall deliver or pick up recovered government-owned equipment, e.g., wheelchairs, power wheelchairs, scooters, hospital beds, trapezes, patient lifts, wheelchair lifts, etc., in accordance with the terms, conditions and specifications set forth herein. Deliveries and pickups to be made at such times and in such quantities as required and as specified by the VA Contracting Officer or his/her designee.

Delivery and pick up charges shall be in accordance with rates specified.

3. TIME FRAME FOR DELIVERY SERVICES: Contractor shall pick up or deliver an item or items within 24 business hours (3 business days) from receipt of notification from the Program Manager, VA Prosthetics and Sensory Aids Service (PSAS), who is the Contracting Officers Representative (COR) or his/her designee. Contractor shall pick up or deliver an item within 24 hours when an emergency service is specified by the PSAS staff or COR. If a situation arises where the delivery cannot be scheduled within 24 business hours (3 business days) after notification, the initiator of the VA delivery order shall be contacted immediately.

(a) WORK HOURS: The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor shall be available as scheduled.

The Contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off-duty hours as described below:

1. The following terms have the following meaning:

1. Work Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

2. Non-Work Hours: Monday through Friday, 4:31 p.m. – 7:59 a.m., and all Saturdays and Sundays.

3. Federal Holidays: The holidays observed by the Federal Government are:

New Year’s Day January 1 Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 or any other day specifically declared by the President of the United States of America to be a Federal Holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

4. DELIVERY LOCATIONS: The following represents primary delivery locations for VA Fargo Health Care Systems, this list is not all inclusive:

Geographic Area for the Fargo VAHCS includes, but is not limited to:

The following counties in North Dakota: Adams, Barnes, Benson, Billings, Bottineau, Bowman, Burke, Burleigh, Cass, Cavalier, Dickey, Divide, Dunn, Eddy, Emmons, Foster, Golden Valley, Grand Forks, Grant, Griggs, Hettinger, Kidder, LaMoure, Logan, McHenry, McIntosh, McKenzie, McLean, Mercer, Morton, Mountrail, Nelson, Oliver, Pembina, Pierce, Ramsey, Ransom, Renville, Richland, Rolette, Sargent, Sheridan, Sioux, Slope, Stark, Steele, Stutsman, Towner, Trail, Walsh, Ward, Wells, Williams.

The following counties in Minnesota: Aitkin, Becker, Big Stone, Cass, Clay, Clearwater, Crow Wing, Douglas, Grant, Hubbard, Itasca, Kittson, Koochiching, Lake of The Woods, Mahnomen, Marshall, Norman, Otter Tail, Pennington, Polk, Pope, Red Lake, Roseau, Stevens, Traverse, Wadena, Wilkin.

The following counties in South Dakota: Brown, Campbell, Day, Edmunds, Marshall, Mcpherson, Roberts, Walworth

5. NON-SOLICITATION/NON-DISCRIMINATION: Contractor shall conduct business hereunder, only with the appropriate VA office and in no case deal directly with or solicit beneficiaries of the VA. The contractor shall provide all services specified in this contract for any person determined to be eligible by the COR or his/her designee regardless of the race, color, sex, sexual orientation, religion, or national origin of the person(s) to whom such services are rendered. The contractor further warrants that he/she shall not resort to sub-contracting as a means of circumventing this provision.

6. QUALIFICATIONS: Offers shall be considered only from bidders who are regularly established home and healthcare businesses and who are financially responsible and have the necessary equipment, personnel, and facilities to furnish service in the volume specified for all requirements under this contract. Successful contractors shall meet all requirements of the State and City codes regarding operations of this type of service.

Contractor must be Joint Commission accredited or be accredited by an equivalent national organization and provide documentation of meeting the Joint Commission standards. The contractor must maintain accreditation and meet all standards of accreditation throughout the entire contract period. Failure to maintain Joint Commission or an equivalent national organization accreditation and meet Joint Commission standards may be grounds for termination of this contract. The contractor shall be asked to submit a completed Periodic Performance Review (documentation of meeting Joint Commission standards) annually--90 days prior to the end of the contract period http://www.jointcommission.org/

7. EQUIPMENT, STORAGE, AND INVENTORY CONTROLS: All equipment and supplies initially provided under the terms of this contract shall be jointly inventoried by the contractor and VA designated official. The property shall be immediately placed on the inventory listing by the contractor who must ensure an accurate inventory record is available and maintained at all times.

http://www.jointcommission.org/

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

The storage facility shall be a storefront facility.

The contractor shall maintain a separate, detailed cumulative inventory of all items stored under the terms of this contract. Inventory listing shall contain information as to the location, condition, disposition, manufacturer, model, serial number, and any modification(s) incorporated therein. It shall also include documentation that the items have been serviced, functioned checked, cleaned, and stored in accordance with the terms of the contract, Joint Commission standards and manufacturer’s recommendations. A copy of this inventory shall be provided to the COR after close of business on the last workday of each month.

All items listed on the inventory shall be made immediately available for issue/reissue. The contractor shall maintain a clean environment for storage and delivery of equipment and delivery vehicle(s). Equipment management shall be compliant with established Joint Commission guidelines and standards.

All government owned property (GOP) shall have a VA provided identification label attached to each item. The label must be securely attached and removable. The VA contracting officer or COR may conduct joint inventories at any time.

The contractor shall request disposition instructions for all items that can’t be reissued. The PSAS Program Manager/ COR shall inform the contractor in writing of the method to be used for disposing of items. For items that leave the contractor’s possession for repairs or other authorized reasons, a receipt shall be obtained by the contractor and kept available for proper record keeping.

The contractor may be held financially liable for replacement cost for all property turned over to the contractor by the VA or picked up from veteran beneficiaries upon request of the VA, when it can’t be accounted for because of joint inventories. Replacement equipment that is lost due to contractor negligence shall be purchased by the VA and the charged to the contractor.

8. DELIVERY/SET UP/ADJUSTMENTS AND INSTRUCTIONS OF GOP: When medical equipment that has been recovered from veteran beneficiaries is to be reissued, the contractor agrees to reissue these items first and to deliver, set up, adjust, and instruct in their care and use at the rate specified on this contract. If reissued equipment is not available, the Fargo VA PSAS staff shall procure the item and the contractor shall deliver, or set-up in the veteran’s home. A receipt or notice of delivery showing contractor’s name, telephone number, address and equipment instructions shall be provided to the veteran/caregiver in the event service or repairs are required.

The contractor shall schedule appointments for delivery with the Veteran or caregiver, the scheduled time shall not exceed a 4-hour window of time. Appointments shall be scheduled at least 1 day in advance or immediately upon notification of an urgent delivery need. The contractor shall furnish a delivery checklist, copy of the Patient Rights and Responsibilities, and verification of education to be signed and dated by the veteran/caregiver and the delivery person.

The contractor shall also have each Veteran or caregiver complete a satisfaction survey, the content of which shall be agreed upon by the contractor and the program manager. The aforementioned paperwork and the delivery checklist shall be included with each invoice submitted for payment. All invoices shall include a record of when the PO or consult is received from the Fargo VA Health care System and the date of delivery. Any delivery that surpasses three business days shall require an explanation by the contractor as to why the 3-day requirement was not met.

9. HOSPITAL BED MATTRESSES: In all cases where a hospital bed is to be issued or re-issued, a new standard mattress shall be furnished. The contractor shall dispose of all standard mattresses recovered from VA beneficiaries. Specialty mattresses shall not be disposed of without the consent of the Program Manager or COR.

10. PROOF OF DELIVERY: The contractor shall be responsible for ensuring that the veteran/caregiver is home when delivery is scheduled. The government assumes no liability for additional trips required if no one is home when delivery is attempted. Contractor shall be required to provide proof of delivery. Proof of delivery shall be receipt of delivery checklist, signed and dated by the veteran/caregiver and delivery person.

11. PATIENT RECORDS: Records of deliveries, pick-ups, etc., to veteran beneficiaries shall be maintained at the contractors’ local office servicing this contract. Records shall include, but are not limited to, signed and dated delivery checklist, copy of patient education, copy of VA delivery order, and a copy of submitted invoice. Invoice shall contain name and address of Contractor; invoice date; patient name; date when order was received; serial number of items provided, picked up or repaired; service provided to patient and at what address and date of service. A copy of the patient record shall be submitted to the COR or designee within 5 business days of the service rendered. Upon termination of this contract, the original records shall be given to the COR or designee within 30 days.

The contractor shall keep a log of all equipment issued and applicable serial numbers for recall purposes. These serial numbers shall be kept for the duration of the contract.

1. ROLES AND RESPONSIBILITIES:

Role and/or Responsibility

VA Medical Center or designee

Contractor

1. Delivery Process VA Prosthetics staff shall review order, verify need, initiate delivery order and contact contract vendor.

Responsible for furnishing equipment and supplies as ordered to VA beneficiaries in a professional manner.

2. Patient Education Contract vendor shall supply VA Prosthetics staff with copies of the educational materials provided to patients for review and concurrence.

VA Prosthetics staff, in conjunction with the appropriate medical center staff, shall work to overcome any identified barriers to learning.

Responsible for providing comprehensive, easily understood, well documented patient education specific to the equipment delivered.

Any barriers to learning shall be brought to the attention of VA Prosthetics staff immediately upon identification. Responsible for having the veteran/caregiver sign a training document verifying they understand the functions and appropriate uses of any equipment provided.

3. Home Assessment VA Prosthetics shall respond Responsible for evaluating the home to any concerns identified by the contractor regarding safety and appropriateness of the equipment to be set-up in the patient’s home. If VA Prosthetics is aware of any known potential environmental issues, every attempt shall be made to notify the contract vendor of these concerns. If deemed to be unsafe, shall refer to the appropriate medical center staff to discuss with patient.

environment to ensure that the equipment can be safely installed in the patient’s home. Any concerns related to safety or appropriateness of the equipment shall be immediately addressed with the PSAS Manager or COR prior to setting up equipment. All hazards associated with trips and falls shall be reported immediately. Any fall information verbalized by the patient shall be included with the report. A home assessment shall be documented at the time of inspection and shall be provided to the VA at the time of the invoicing.

4. Discharge Planning

VA Prosthetics staff shall contact the contract vendor when an item needs to be picked up from a patient’s home.

The contract vendor shall pick up the identified item. By the end of the billing period the contract vendor shall send verification of the pick-up, including description of the item and the serial number when applicable.

2. STORAGE OF RECOVERED EQUIPMENT: Recovered equipment shall be individually tagged as GOP, numbered for inventory purposes, and shall include the name of the beneficiary from whom such equipment was recovered. GOP shall be kept segregated from contractor-owned equipment. A current inventory of equipment shall be always kept and shall irregularly be inspected and verified by the PSAS program manager, COR, or his/her designee. Such inspections shall be conducted at the contractor’s storage facility and copy of the current inventory shall be furnished to the VA at that time. The contractor shall be notified in advance should a veteran or caregiver wish to pick up GOP in person. There shall be no charge for such a pickup.

The contractor shall provide a clean, pest/rodent free, secure, climate controlled contained area, with approximately 1500 square feet of space, for the storage of Government-owned supplies and equipment covered under this contract. Storage area must conform to all applicable State, Local and National Fire Protection Association Codes. In addition, the storage area must meet all State requirements for insurance. Clean and dirty equipment shall be stored separately to avoid contamination. The storage area must meet all Joint Commission or equivalent requirements for equipment management.

3. REPAIR OF RECOVERED EQUIPMENT: Contractor shall, when requested, repair recovered GOP. Contractor shall submit a repair quotation for recovered equipment within five workdays of such a request from the COR or designee. The Contractor shall be reimbursed for repairs based on the actual cost of parts and labor—both of which shall be listed on the repair quotation. Some parts may be provided to the contractor by the government at the government’s discretion. All repair quotations shall include “tag” or inventory number, serial number if applicable; the name of the beneficiary from whom such equipment was picked up and an itemized listing of needed repairs to include parts, part number and labor. No repairs shall be done without prior authorization from the PSAS Manager, COR, or designee. If deemed economically feasible by the VA to repair such equipment, an authorization shall be forwarded to the contractor. If deemed infeasible to repair, the contractor shall be advised to list the equipment as “SCRAP” and to process it under the provisions of item 16.

4. “SCRAP” ITEMS: All items determined by the VA to be economically infeasible to repair or not usable for any reason shall be recycled or disposed of, (whichever is appropriate) by the contractor only after approval by PSAS Manager or COR.

5. MILEAGE REIMBURSEMENT: Mileage is reimbursed for one way. No mileage reimbursement shall be levied on deliveries within 60 miles of the Fargo VA HCS Facility.

The contractor shall be reimbursed for mileage costs associated with pick-up and deliveries outside of a 60-mile radius of the identified vendor location(s) to the delivery location. The reimbursement shall be based upon Google Maps www.google/maps mileage estimates provided by the contractor with each invoice. The reimbursement rate shall be the GSA contract rate for Privately Owned Vehicle Mileage Reimbursement found at www.gsa.gov.

Payment for multiple deliveries performed on the same day in series shall be for actual mileage.

6. INFECTION CONTROL PROCEDURES: For the safety of our beneficiaries and contractor personnel, universal precautions shall be taken with all recovered equipment and during deliveries/pick-ups. Recovered equipment placed in delivery vehicle(s) shall be kept separate from clean equipment and shall be bagged and sealed. Gloves are to be worn when handling recovered equipment. If not worn, the delivery person shall wash his/her hands before handling clean equipment. If hand-on contact with patients is anticipated during the delivery/pick up, gloves should be worn. If not worn, the delivery person shall wash his/her hands after such contact. Repair items shall be cleaned and disinfected within the manufacturer’s guidelines, and established Joint Commission standards, and stored separately from un-cleaned items. The tag denoting the items as GOP shall be annotated as “cleaned”. Staff members with a contagious disease shall have no contact with beneficiaries or clean equipment. Exceptions would be employees with mild cold or similar condition. In such a case, gloves shall be worn, and contact shall be limited.

Contractor shall wash equipment in detergent/disinfectant solution, bag accordingly, and label with data and return to a non-contaminate storage area. All equipment and supplies removed from storage for delivery shall be inspected for cleanliness prior to delivery. All PPE shall be disposed of by Joint Commission or equivalent standards.

7. ADDITIONAL INFORMATION: The contractor shall immediately report to the Program Manager or COR all accidents, falls, equipment malfunctions, injuries, deaths, and equipment recalls related to delivery/ pick up of GOP. Contractor shall provide documentation showing all personnel responsible for delivery; set up and recovery of durable medical equipment are trained in this area. This documentation shall include name of individuals, date of training, verified by a manager of the company. Contractor shall provide and document appropriate orientation programs and on-going competency reviews for all employees involved in the delivery, set up and recovery of GOP, e.g., safety and equipment management appropriate to the services provided, electrical equipment set up, infection http://www.google/maps http://www.gsa.gov/ control procedures, patient confidentiality, handling emergencies, etc. Delivery technicians must have a current driver’s license and criminal background check. Contractor must have written procedures to deliver, recover, receive, clean and when appropriate, disinfection of reusable items. Such procedures must address separation of clean/unclean equipment in the storage and delivery of GOP. These policies must be maintained at each site where services under this contract are being provided. In addition, a copy of all policies regarding this contract shall be provided to the Contracting Officer or designee prior to beginning services under this contract. All equipment must be labeled or tagged and dated to document such procedures. Policies will be reviewed annually during a quarterly site visit by the COR or designee.

8. END OF CONTRACT RESPONSIBILITY: Contractor agrees to provide all assistance necessary to coordinate the removal of government property from storage area at the conclusion of this contract. Removal of VA-owned items from the storage area shall be the responsibility of the succeeding contractor under the supervision of the COR or designee.

9. CONTRACTOR PHASE-IN REQUIREMENTS: Within 5 calendar days after the start-work date of the contract, the contractor, at no additional cost to the VA, shall be responsible for picking up existing inventory from the previous/incumbent contractor’s storage.

10. WARRANTIES ON REPAIRS: The contractor shall warrant his repairs to the GOP for a period of at least ninety days.

11. ELECTRICAL REQUIREMENTS: The contractor shall contact the veteran prior to delivery of any electrical equipment to determine if the veteran’s home is properly wired for DME. If equipment being furnished requires electrical power and the Veteran’s home does not have three pronged outlets, the contractor shall contact the COR or designee immediately prior to delivery. Under no circumstances should equipment be installed utilizing 3-prong adapters.

All accidents, malfunctions, injuries, deaths, and equipment recalls related to the provision, delivery, and use of DME shall be reported to the Contracting Officer or COR.

12. ACCEPTANCE: The PSAS Manager, COR or designee shall be responsible for receipt, verification and acceptance of all services and equipment delivered under the terms of this contract.

13. FALLS PREVENTION PROGRAM: The contractor shall provide documentation on the delivery ticket for each visit of any obvious hazards that could cause trips or falls, and patient education provided.

14. PATIENT SATISFACTION PROGRAM: The contractor shall develop and have approved by the PSAS Manager or COR a Satisfaction Survey. The survey shall be issue specific, include comments area for complaints and other issues pertinent to the Veteran. Areas addressed but not limited to are:

Pre-delivery set-up or removal coordination, vendor provided education, patient safety concerns, equipment set-up properly, equipment clean and in good condition, contractor courtesy, falls data, injuries from the equipment and satisfaction with the equipment. Contactor shall provide all original surveys to the VA, and compile satisfaction data and provide it to the VA quarterly.

15. SITE VISITS: Periodic, unscheduled, on-site contractor visits may be made by COR or designee to monitor the contractor’s performance under this contract. The contractor agrees to make available all records and documentation necessary during the monitoring visits.

16. Contractor shall abide by all HIPAA requirements and requirements pursuant to the Privacy Act (5USC 552a) as it applies to the contract.

17. Payment: Contractor must accept a government purchase card (VISA) as the form of payment and possess a Level II purchase card capability.

18. Performance Requirement Summary:

# Service Requirement Performance Standard AQL Method of

Surveillance

Privacy Policy Training Contractor personnel complete Privacy Policy

Training annually 100% Review

Documents

Delivery & Pickup Timeframes

DME will be delivered within 24 business hours (3 business days) of task order receipt;

unneeded DME will be picked up within 48 hours of task order receipt

98% Monthly

Home Visits Telephonic Surveys Quarterly Reports Patient Surveys

3 Weekly Inventory List

Inventory list is provided to COR after close of business on the last day of each month.

95% Monthly

Review received lists

4 Delivery Certification Delivery Certification is received by PSAS within 24 hours after the service is provided

95% Review returned documents

DME Repairs Contractor repairs & returns DME within 48 hours of notification by PSAS. Unless non-stocked parts are required for completion.

98% Telephonic Survey

19. Quality Assurance Surveillance Plan (QASP)

The QASP (See Section (??) will be used to document the contractor’s performance. The QASP includes various methods of assessing performance, including contractor-site and patient-home reviews, along with telephonic surveys to ensure contract requirements are being met. The Government will monitor the Contractor’s performance under this contract using on-site inspections and customer feedback. The Contractor will be given the opportunity to correct or address any adverse findings resulting from observations and feedback consistent with the Inspection/Acceptance clause in the contract. When supplies or services are accepted with major nonconformance, the contracting officer must modify the contracted terms to provide for an equitable price reduction or other consideration. Amounts withheld from payments generally will be at least sufficient to cover the estimated cost and related profit to correct deficiencies and complete unfinished work. For services, the contracting officer may identify the value of the individual work requirements or tasks (subdivisions) that may be subject to price or fee reduction. This value may be used to determine an equitable adjustment for nonconforming services. However, when supplies or services involving minor nonconformance incidents are accepted, the contract may not be modified unless it appears that the savings to the contractor in performing the nonconforming services will exceed the cost to the Government of processing the modification. Furthermore, failure to correct any major nonconformance could result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented in the Contractor Performance Assessment Report System (CPARS).

B.4 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. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

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 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…