Sources Sought 36C25526Q0540 Home Oxygen Services VISN 15.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Home Oxygen Services - VISN 15

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25526Q0540

RESPONSE DATE/TIME/ZONE 08-24-2026 10:00am CENTRAL TIME, CHICAGO, USA

ARCHIVE 45 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q201

NAICS CODE* 532283

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Denise Maynard denise.maynard@va.gov

PLACE OF PERFORMANCE

ADDRESS All VISN 15 Medical Centers

COUNTRY USA

DESCRIPTION

See attached document: Home Oxygen Performance Work Statement DRAFT.

This announcement is SOURCES SOUGHT NOTICE, 36C25526Q0540. This sources sought notice is for preliminary planning purposes therefore, no proposals are being requested or accepted at this time. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. The VA Network Contracting Office 15 has been tasked to begin preliminary planning for a new Veterans Integrated Services Network (VISN) wide contract for home oxygen equipment to include repairs and service.

Potential sources are responsible for the complete performance of the technical aspects of this requirement. The contract awarded is anticipated to be a firm, fixed price type. The type of solicitation issued will depend upon the responses to this notice. Issuance of a solicitation will be dependent upon the number of responses, information received and subsequent market analysis. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow-up requested information. The purpose of this notice is to gain knowledge of interest, capabilities and qualifications of various members of the Business Community. The Government must ensure there is adequate competition among the potential pool of responsive contractors.

Please provide a capability statement addressing your organization’s ability to perform as a prime contractor providing home oxygen equipment, to include repairs and related services.

This is not a request for proposal and in no way obligates the Government to award any contract. Please limit your response to this synopsis to less than five pages and please include the following information: - - - - - Your company’s name, addresses, point of contact, phone number, email address & System for Award Management (SAM) Unique Entity Identifier (UEI).

Your company’s Business Size (Large or Small) and Socioeconomic Status (Veteran Owned, SDVOSB, HUBZONE, 8(a), etc.). Your company’s interest in submitting a proposal on the solicitation when it is issued. Your company’s capability to meet the requirements. Your company’s comparable work performed within the past three years to include a brief description of the requirement, customer’s name, phone number and address, period of performance and dollar value of the contract. All interested companies must be registered in SAM (http://www.sam.gov/) to be eligible for award of government contracts.

PERFORMANCE WORK STATEMENT (DRAFT)

HOME OXYGEN SERVICES VISN 15

SCOPE: This Performance Work Statement (PWS) defines the effort required for the setup, installation, and management of Home Oxygen services and Ventilation, in accordance with National Accreditation standards (i.e.

Joint Commission on Accreditation of Healthcare Organizations (JCAHO)) to Veteran beneficiaries serviced by VISN 15. This PWS includes the associated program management, human engineering, and logistic support planning requirements. The use of the terms “beneficiary”, “veterans”, “patients”, and “patient” are used interchangeably and refer to the recipient of required supplies, equipment and incidental services required under the contract.

BACKGROUND: The acquisition of home oxygen services is being initiated to provide Home Oxygen services to Veteran beneficiaries serviced by VISN 15. VISN 15 does not have the capacity to provide these services, so a contract has been sought for the provision of home oxygen and all associated products and services. As of October 2025, VISN 15 has approximately 5000 beneficiaries on home oxygen and 115 on ventilators. The total number of patients fluctuates each month due to patients being added/removed from the program. Historical data indicates that the overall number of unique patients on home oxygen has minimally fluctuated from January 2020 (5,585) to January 2022 (5000).

1.1 LOCATIONS: All services shall be performed in the veteran's place of residence. The area of service shall be all patients serviced by VISN 15, including counties of the catchment areas as well as additional counties identified in this contract. The equipment needs are subject to change as determined by the prescribing physician. Contractors shall have a facility or resources physically located in the geographic area in which they shall provide service. Non-territory requests shall be required from time to time and the Contractor shall accept these "non-territory" Veterans at that Contractor’s awarded price. VA reserves the right to assign these patients to any contractor. The geographical boundaries described herein have been determined as the areas of responsibility/jurisdiction for each local VA Medical Center (see VISN 15 Facilities and Counties covered, attached).

Harry S. Truman - Veterans Affairs Medical Center – Columbia, MO. (CO) 800 Hospital Drive Columbia, MO. 65201

Veterans Affairs Medical Center - Kansas City, MO. (KC) 4801 Linwood Blvd.

Kansas City, MO. 64128

Dwight D. Eisenhower - Veterans Affairs Medical Center – Leavenworth, KS. (LE) 4101 S. 4th St.

Leavenworth, KS.66048

Veterans Affairs Medical Center – Marion, IL. (MA) 2401 West Main St. Marion, IL. 62959

John J. Pershing - Veterans Affairs Medical Center – Poplar Bluff, MO. (PB) 1500 N. Westwood Blvd.

Poplar Bluff, MO. 63901

Jefferson Barracks - Veterans Affairs Medical Center – St. Louis, MO. (SL) #1 Jefferson Barracks Dr.

St. Louis, MO. 63125

Colmery O’Neil - Veterans Affairs Medical Center – Topeka, KS. (TO) 2200 Gage Blvd.

Topeka, KS. 66622

Robert J. Doyle - Veterans Affairs Medical Center – Wichita, KS. (WI) 5500 E. Kellogg Drive Wichita, KS. 67218

2. SERVICE SPECIFICATIONS:

2.1 VETERANS SERVED: VISN 15 currently serves an estimated 5000 oxygen-using beneficiaries and 115 ventilator beneficiaries. The volumes or amounts shown in the Contract Line-Item Numbers (CLINS) are estimates only and impose no obligation on VA. The contract shall be for the actual requirements of the VA as ordered by the VA during the life of the contract. The Contracting Officer’s Representative (COR) or designee shall provide (via encrypted email or fax) the contractor with notification to initiate individual patient service requirements, including the patient’s oxygen prescription, equipment, supplies and services to be provided including date and place of delivery. The Contractor shall confirm receipt (via encrypted email or fax) of the request within one (1) working hour of notification. The COR or designee shall provide notification (via encrypted email or fax) to the contractor of VA initiated discontinuation of service. The discontinuation notifications shall be made (via encrypted email or fax) within 24 hours. The written documents shall include the authorizing official's signature, electronic or written.

2.2 INITIAL SETUPS:

Initial set-ups are considered to be those beneficiaries who do not have a VA authorized oxygen therapy delivery system or ventilators from the contracted vendor.

A. Initial setup(s) for Home Oxygen Patients shall be performed by a certified trained technician familiar with the nature of the equipment involved and fully qualified under the laws of the State in which the services and supplies ordered under this contract or Certified Respiratory Therapist (CRT) or Registered Respiratory Therapist (RRT). The initial set-up will be conducted face-to-face at the place of delivery. If the set-up is performed by a certified technician a CRT or RRT will contact the patient by phone post setup within 72 hours of set up to review and document the plan of care, education and ensure all questions have been answered regarding the supply and service provided. Initial setups of Ventilator Patients shall be performed by a CRT or RRT. All CRTs and RRTs shall be licensed in accordance with the governing standards of where the services are to be provided:

Home visits shall be performed monthly by the RRT/CRT for all patients that utilize the ventilator either continuously, for nocturnal concerns, and/or for intermittent ventilation. A licensed Respiratory Therapist must be available 24 hours per day, 7 days a week.

Each home oxygen patient will be contacted by phone monthly by a qualified person (Certified Technician, CRT, or RRT) to review the plan of care with the patient/caregiver, ensure patient compliance and discuss any issues pertaining to the provision of home oxygen. A report of contact will be forwarded to the referring facility. A follow-up home visit for all home oxygen patients shall be conducted quarterly by a qualified person (Certified Technician, CRT, RRT) (Example: Initial set up completed March 1st, patient must have a follow –up home visit no later than June 1st). If the patient does not receive a home visit every 3 months, documentation will be provided identifying the reason a home visit was not made. If a home visit is not conducted within 4 months the referring facility will be contacted by the contractor to determine appropriate action, based upon the documentation. Each home oxygen patient will be contacted by phone quarterly by a CRT or RRT to review the plan of care with the patient/caregiver, ensure patient compliance and discuss any issues pertaining to the provision of home oxygen. If any issues are found, the CRT or RRT will make a home visit within 24 hours. If Certified Technician finds that a home oxygen patient is found to be at high risk for smoking, home environment or falls, a CRT or RRT will make a home visit within 24 hours and forward their report to the referring facility. If a Certified Technician finds that a patient is not compliant with their RX or not following proper infection control, a CRT or RRT will make contact with the patient by phone to reeducate the patient. A CRT or RRT will make a home visit when it is requested by the VA. A copy of their report will be sent to the referring facility. If the patient is found a second time not in compliance with RX or not following proper infection control, a CRT or RRT will make a home visit within 24 hours and forward their report to the referring facility. Home oxygen patients that have RX changes will be contacted by phone by a CRT or RRT to review their new RX.

Documentation of all contacts by phones and home visits shall be provided to the ordering facility’s COR, documenting a thorough review of the patient’s equipment, to include all equipment records, and any re-education of the patient and/or caregiver with the monthly billing. When an issue arises, during a set up or home visit, the COR or designee will be notified, when possible, during the setup/visit and followed up by written notification within 5 business days by encrypted e-mail or fax.

Patient or caregiver education shall be performed on the proper utilization for the issued equipment to include the following:

Proper equipment usage Equipment function and operation system Equipment knobs, controls, buttons, outlets, and inlets Equipment power source: electric, battery, compressor air, oxygen, and UL approved Proper utilization of oxygen with the prescribed ventilator Troubleshooting the equipment and system alarms Equipment and equipment settings that have been prescribed Proper equipment exchange/replacement, for example: ventilator tubing/circuit Proper utilization of a Passy Muir Valve (PMV) Speaking Valve while in use with the ventilator How to attach the resuscitation bag to the oxygen source How to complete the home ventilator monitor record Emergency Procedures and how to respond to:

Power failure Equipment failure Ventilator users and their caregivers must be prepared for equipment failure, disconnects, and power outages, especially if using 24-hour ventilation Practicing regular safety drills helps prepare for emergencies Keeping a manual resuscitator, such as a bag valve mask (Ambu bag).

Infection control and patient supply storage Cleaning or exchanging the oxygen tubing, ventilator tubing/circuits, and humidifier Cleaning or exchange of the resuscitation bag and supplies Cleaning or exchange of all equipment and accessories Provide continuing education in use as needed or directed by a licensed and privileged Department of Veteran Affairs Physician.

All education material provided by the Contractor shall be initially reviewed and approved by the Veteran's Affairs contract evaluation team. Any changes to educational materials shall need to be reapproved prior to providing the aforementioned documentation to patients.

The Contractor shall provide a signed document with the monthly billing, to the ordering facility COR verifying the following:

Patient has a safe home environment in accordance with National Accreditation standards.

Patient received proper education and instructions Competency has been accomplished with the patient and caregiver on the proper use of the ventilator, oxygen equipment, and other home medical equipment upon initial set up, and re-verified annually.

B. All equipment shall contain an adhesive type of label containing the vendor’s name and emergency 24-hour toll-free phone number. This label shall be placed on the equipment in an area that is viewable to patients and/or caregivers at all times. Patient shall be given a document listing toll-free phone number for routine resupply of oxygen cylinders and supplies.

C. The Contractor shall provide and post on all entrances into the residence, a sign stating, "Warning Oxygen in Use, No Smoking" or other verbiage that No Smoking is allowed due to oxygen being present and document that the patient/care giver is instructed in the safe use of oxygen and equipment per OSHA regulations. Specified sign shall be no smaller than 4” X 6”.

D. The Contractor shall provide the initial set-up the same day when the prescription is received by 3:00 PM Central Standard Time to include weekends and holidays; this shall also apply to service calls. The VAMC reserves the right to obtain the supplies and service from another source and to charge the contractor with any excess cost which shall result there from, if the contractor is unable to meet required response time.

E. The Contractor shall be required to provide initial setup within 24 hours when prescription is received after 3:00 PM Central Standard Time to include weekends and holidays. This shall also apply to service calls. Contractor may be required to do an initial set up on the same day on a prescription is received after 3:00 PM, in which case an emergency set-up fee will be authorized.

F. The Contractor shall have a staffed branch office within 35 miles of each medical center. A staffed branch office shall not be required near the Topeka VAMC, provided there is an office within 35 miles of the Leavenworth VAMC.

G. Setup of Home Oxygen includes setting up and ensuring the appropriate oxygen system is operational, equipment instruction and training of patient, and/or caregiver and home environment safety check. Failure to deliver within the required time shall result in the VA obtaining oxygen from another source. Any costs in excess of contract pricing for services provided shall be billed to contractor or credited to next invoice at the discretion of the ordering facility (Reference 52.212-4(d) Disputes).

H. If any modifications or preparations need to be made to equipment, these changes shall be coordinated with patient caregiver and made before the patient arrives home from the hospital. Other items that shall be prepared ahead of time include:

Establishing designated Customer Service support phone line for patients to call for in home assistance Posting all emergency numbers by each telephone Marking the circuit breakers and fuses

2.3 ENSURE HOME REQUIREMENTS ARE PRESENT:

1. Upon initial setup the contractor is responsible for ensuring the home and electrical system shall support all requirements of the equipment being provided including:

Proper electrical requirements are present.

Appropriate heating and/or air conditioning, if applicable Hot and cold running water Spaces for cleaning and storing equipment General conditions and cleanliness Adequate door size Steps, need for ramps, or other access needs Availability of ambulance/paramedics and hospital Availability of a telephone Presence of operational smoke detector(s) Presence of operational fire extinguisher(s) Presence of fire evacuation plan

2. The Contractor shall be responsible for notifying the COR or their designee by telephone while in the patient’s home, if any alteration to the patient’s home is necessary to accommodate the oxygen equipment, including electrical work. If the patient’s home electrical system is not sufficient, the Contractor shall facilitate alternative oxygen system, if deemed appropriate by the COR or their designee. Any alteration to the Veteran’s residence shall be the responsibility of the Veteran.

2.4 PERIODIC EQUIPMENT EVALUATION:

The Contractor shall have a CRT/RRT visit the patient to reassess equipment compliance, educational needs, and other patient needs for home oxygen patients at least annually and once every 30 days for patients on ventilators. All home oxygen patients will receive a monthly phone follow-up by a qualified individual (therapist, certified technician, etc.) and a home visit every 90 days by a (therapist, certified technician, etc.)

A report shall be developed, signed and dated by the contractor staff and the VA patient/care giver and a copy shall be left with the patient. The reports shall be legible and attached to the monthly invoice. The written report shall include at a minimum the following data:

Name and Patient ID to be assigned by facility of patient using the equipment.

Monitor compliance on prescription (LPM, hours per day)

Type of concentrator and hours on concentrator

Inspection results of liter flow rate in monitoring patient compliance (as compared to prescription).

Inspection compliance of filters (exchange or clean by patient) according to manufacturer’s guidelines

Follow-up education and/or reinforcement of compliance documented.

Revised plan of service as needed.

Calculated number of expected usage hours and the actual usage hours.

B. If the patient does not receive a reassessment of equipment every 90 days, documentation shall be provided (via encrypted email or fax) to the COR or designee identifying the reason a home visit was not made (Example: Initial set up completed March 1st, patient shall have a follow-up home visit no later than June 1st).

If, in the Government’s discretion, the Contractor has not made valid and documented attempts to contact the patient for set up and/or deliveries, the Government reserves the right to call in third party to provide said setups and/or deliveries in the Contractor’s place, and shall bill the Contractor all excess costs for covering the missed requirement, if the contractor fails to perform for any due month (reference FAR 52.212-4(d) Disputes).

C. Serial Numbers for the rented equipment shall be the vendor's responsibility and kept on file in contractor's office.

2.5 EMERGENCY SERVICES:

Emergency services are for medical equipment provided to patients when an equipment malfunction or natural disaster may threaten a patient’s health. The Contractor shall provide to the Contracting Officer a written emergency management plan, in compliance with National Accreditation standards. This emergency action plan shall address continuity of services for all patients in the affected region.

The Contractor shall provide emergency maintenance 24 hours/7 days a week. A document listing the emergency telephone number shall be provided to the patient at the time of set up.

The patient shall first call the Contractor in an emergency equipment situation as described in the previous sentence. The Contractor shall have a well-established communication system, providing 24- hour emergency services and the ability to provide services at the patient’s home within two (2) hours of a call, but in no case to exceed six (6) hours of a call.

The Contractor shall ensure all patients have at minimum a non-electrical oxygen supply to last twenty-four 24 hours. The minimum supply shall take into account each patient’s prescription flowrate and distance from the Contractors location, actual supply levels may differ from patient to patient, as long as each patient has oxygen supply to last a minimum of 24 hours. If the Contractor is unable to respond to an emergency service call within six (6) hours, the Contractor shall be responsible for making arrangements with another supplier, who meets all National Accreditation standards, to provide oxygen at the Contractor's expense. A written explanation (via encrypted email or fax) of why the Contractor was unable to respond to the emergency shall be provided to the

COR or designee within two (2) business days. The cost of backup systems, backup oxygen, and backup equipment shall be borne by the Contractor. If H or M size oxygen cylinder is used for backup, the Contractor shall furnish an H or M size oxygen cylinder stand for each H or M size oxygen cylinder. Liquid oxygen supply shall be considered backup oxygen; however, the oxygen supply shall be maintained at the minimum of 24 hours.

In the event of disaster, natural or otherwise, the Contractor shall notify the COR or their designee (encrypted e-mail and fax) within 24 hours if services covered under this contract may be affected.

2.6 PREVENTIVE MAINTENANCE:

Contractor shall provide service and preventive maintenance on all equipment as recommended by the manufacturer. Preventive maintenance shall only be performed by a certified service technician that has received the approved training.

2.7 MANUALS:

The Contractor shall provide the Operation and Service manual to the patient and/or caregiver upon delivering any equipment. The manual shall contain information on operation, maintenance and troubleshooting for clinicians, users, caregivers and service technicians. Contractor shall provide to each facility COR, one (1) copy of the Provider Information and Resource Manual which will include, at a minimum, the following information:

A copy of all patient educational materials.

Copies of all documents that will be utilized in performance of the contract.

Office locations, including address, phone, and fax numbers.

National Provider Identifier numbers for each location.

Certificates of National Accreditation FDA approval Board of Pharmacy License for each state cover under this contract.

Copy of local and state operating licenses.

Copy of Employees licenses (required for all RRT/CRT) and training records, for each employee performing under this contract.

A manual for each type of equipment provided under this contract.

2.8 STORAGE CHARGES:

The Contractor shall provide cylinders to store at each facility without charging the Government. These cylinders shall be used for unusual circumstances (i.e. emergency services or short notice discharges). The Contractor’s free loan period of cylinders shall not exceed the term of the contract.

2.9 HIGH RISK SMOKERS:

The facility shall notify the Contractor of all identified High Risk Smokers. The Contractor shall notify the COR or designee of High-Risk Smokers that they identify in the home via encrypted email or fax within one (1) day of the home visit. Contractor notification to each COR or designee shall consist of contractor’s written report/form and shall contain at a minimum Veteran’s name and last four (4) numbers of their social security number shall be clearly documented, and what precautions were provided to the patient. High-risk patients are patients who exhibit unsafe clinical or behavioral traits involving oxygen and smoking, such as; attempting to hide their smoking materials or activities from staff, having a history of non-compliance with smoking rules; or smoking in a patient sleeping room or other areas designated as non-smoking areas.

2.10 PATIENT TRAVEL:

The Contractor shall be responsible for coordinating all services for Veterans who travel within the geographical area covered by this contract. Travel is defined as those occurrences in which the beneficiary stays away from their residence overnight. Patients shall be instructed by the Contractor and VA staff to notify the Contractor and the VA resident facility at least two (2) weeks before intent to travel and four (4) weeks if they are permanently relocating. Patient shall be responsible for coordinating transportation of oxygen/equipment with their respective airlines. The Contractor shall provide Veterans traveling within the geographical area covered by the contract all oxygen services hereunder at the contract rate utilizing contractor furnished equipment only. The Contractor shall provide equipment setup by licensed CRT/RRT at designated travel destinations for Veterans receiving care at a covered geographic area within VISN 15. The Contractor shall invoice the resident Facility monthly for the services rendered under this contract.

When the Veteran is temporarily traveling/relocating, outside of the contracted area, the contractor shall coordinate oxygen requirements if that contractor has a subsidiary office located at the temporary destination. If not, the resident VA facility shall coordinate with the VAMC nearest the veteran’s destination to make these arrangements.

When the Veteran is permanently relocating to any area not covered under this contract, the Contractor shall:

Instruct the patient that they are responsible for notifying the current resident facility 30 days prior to the permanent relocation.

Provide the Veteran with up to a 30-day supply (may be extended by the resident facility upon approval by the COR or their designee) of Oxygen/Ventilator equipment and supplies.

Upon arrival at the destination VAMC, any equipment that came with the patient and that is owned by the contractor shall be returned. Any cost incurred in the shipping/handling is the responsibility of the Contractor.

Travel outside the continental United States is not covered under this contract. Veteran shall be responsible for all travel arrangements and for obtaining oxygen services when traveling outside the United States.

2.11 PLAN OF SERVICE:

The Plan of Service shall be developed by appropriate VA clinical staff at each facility and the Contractor’s Respiratory Care Practitioner (RCP) (RCP must be an RRT or CRT) in accordance with the Plan of Care and the prescription provided by the VA. Prescription changes must be authorized in writing by the VA.

HOME OXYGEN & VENTILATOR CONTRACT ROLES AND RESPONSIBILITIES

Scope/Type of Service VAMC Contracted Provider

1. Role and responsibilities of the organization and the contracted provider in:

a. Patient Admission Process Clinical coordinator or designee reviews, verifies medical need, obtains physician order which is submitted to Prosthetics. VA authorized personnel contacts the contracted oxygen provider.

Contractor will furnish oxygen supplies, equipment, and services to VA beneficiaries for the VA Medical Centers during the period of the contract.

b. Patient Assessment Process, initial and ongoing

Service provided solely by VA staff, Pulmonary/respiratory.

Contractor, as part of the initial delivery protocol, completes the initial equipment assessment and provides education on equipment use and care, safety, VA Patient rights and responsibilities, etc. At the request of the VA Contractor CRT or RRT will consult with VA staff at the medical center for ventilator patients. Ongoing assessment related to equipment use, condition, education, and contractor will report maintenance every 3 months.

c. Plan of Care, development, review and revision

Service provided solely VA staff, pulmonary/respiratory for Home Oxygen Patients.

Contractor, at the request of the VA Staff, will participate in the development for Home Ventilator patients.

d. Plan of Service, equipment, maintenance, refills

Service provided solely by contractor.

The Contractor is responsible for developing, reviewing, and revising the patient’s plan of service. The Plan of service will be maintained at the Contractor’s local office providing service to the VA beneficiary and will be developed, reviewed, and revised per contract.

e. Scheduling care or services Home Oxygen Coordinator HOC and/or COR will schedule home visits with the patient in keeping with the most current regulations on Home Oxygen Therapy.

The Contractor is responsible for scheduling services with VA beneficiaries.

f. Discharge Planning Discontinuing therapy

HOC or designee, either by direct notification from physician, death of the beneficiary, or reassessment no longer qualifies patient for therapy, will contact the contracted provider to discontinue therapy.

The Contractor will notify patient/family and arrange time for pick-up of equipment.

g) Travel outside usual service area

The VA will arrange for services for VA beneficiaries during travel status and use a non-contract source. Veteran is responsible for contacting the airlines to arrange for oxygen while on the airplane, if traveling by other public transportation, the patient is responsible for contacting and determining the policies of the transportation provider and conveying this information to the P&SAS. The supplying of oxygen by the VA will be determined dependent upon the transportation provider’s policy. It is possible that some forms of public transportation may not be available for patients traveling with oxygen. If travel is by personal vehicle, the patient is responsible for working with the VA to determine the best approach to providing oxygen while traveling.

Will assist the VA in meeting the needs of the patients as requested, once it is determined the best method to be used for travel.

h) Patient Privacy and IT Security VA will abide by local policy related to patient privacy and record security

The Contractor shall maintain a VA beneficiary account folder in compliance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

All beneficiary files are subject to review by designated VAMC officials and accreditation surveyors on behalf of the VAMC during accreditation surveys or consultations. At a minimum the VA beneficiary folder will adhere to current The National Accreditation standards for patient record keeping regarding DME and home oxygen.

2. Documentation requirements and time frames

Service provided solely by the contractor

The Contractor will maintain a complete record of services provided to VA beneficiaries to meet current The National Accreditation Standards and as stipulated in the contract. The contractor will maintain this documentation in the VA beneficiary’s folder.

3. Monitoring, evaluating, and auditing of contracted care and/or services.

The HOC and/or the COR or designee will make unscheduled on-site contractor and home patient visits on at least a quarterly basis, to monitor the contracted provider's performance under this contract.

The Contractor agrees to make available all records and documentation necessary to perform these reviews.

4. Responsibility of contracted provider to comply with applicable organization policies and personnel qualifications

Policies: the HOC and/or COR will review the Contractor’s policies/procedures for compliance with VA policies/procedures and National Accreditation standards.

The Contractor agrees to make available all records and documents necessary per the Contract.

The Contractor shall be responsible for policy and personnel compliance with current National Accreditation standards.

5. Procedures for determining charges and reimbursement

COR or designee reviews monthly bills from the contracted provider for appropriate charges.

The Contractor will submit billing reports monthly as stipulated in this contract.

2.12 COMMUNITY NUMBERS:

The Contractor shall provide the local Power Company, Telephone Company, and Fire Department a letter for special consideration within 24 hours of the initial setup and delivery of Home Oxygen Services. This letter shall request that this patient be placed on the priority list to restore or respond in the event of an emergency or failure of any source. The Contractor shall provide this letter to the COR or designee for approval within 30 days of this contract award date. The Contractor shall also provide a magnet no smaller than 3 ½”X 4” with emergency numbers which include police department, fire department, ambulance, doctor and VAMC number to all patients.

2.13 DELIVERY AND DISCONTINUATION OF EQUIPMENT AND SUPPLIES:

The Contractor shall be responsible for scheduling appointments with patients within the time requirements listed in section 2.2 to initiate set ups and deliveries. Deliveries shall not be left unattended at the patient’s home;

physical acceptance of deliveries must take place between the Contractor and either the patient or caregiver. If the patient fails to meet two (2) consecutive appointments, the Contractor shall notify (via phone followed by encrypted email or fax) the COR or their designee within 24 hours of the second missed appointment. The COR or their designee shall contact the patient and a corrective action plan shall be implemented. COR or their designee shall notify (via phone followed by encrypted email or fax) the Contractor of any changes. If the Contractor has not documented valid attempts to contact the patient for set ups and or deliveries, the Government reserves the right to call in a third party and bill the Contractor. The Contractor shall not be paid for those services during the billing period if services are not rendered.

2.14 DELIVERY SCHEDULE:

Contractor shall develop a delivery schedule for service, equipment, and supplies with each patient following receipt of the facility order. The contractor shall confirm receipt, via encrypted email for fax, of the request within on (1) working hour of notification by the VA.

2.15 SERVICE OF EQUIPMENT:

The Contractor shall furnish, install and service all equipment and supplies ordered under this contract. All disposable supplies shall be new and unused. A label with the Contractor's name and emergency toll free telephone number, where they can be reached 24 hours/7 days a week, shall be affixed to all equipment.

The repair/maintenance of all equipment by the Contractor shall be performed by a competent professional familiar with nature of the equipment involved and fully qualified under the laws of the State in which the services are being rendered. Provision of all equipment shall be consistent with local Fire and Safety Codes in the respective area of the State, and shall conform to National Fire Protection Association (NFPA) 99/101 (Standard for Health Care Facilities/Life Safety Code) NFPA (Oxygen Cylinder Requirements found at http://www.nfpa.org/assets/files/PDF/ROP/51-F2001-rop.pdf. The Contractor shall provide a safety/emergency checklist to be completed, then signed by the veteran or his/her caregiver and retained in the patient account folder. The Contractor shall service all equipment at the manufacturer recommended intervals. The Contractor shall conduct a check of the concentrator using a certified oxygen analyzer that is calibrated according to the manufacturer standards. The Contractor shall change compressor inlet pre-filters and compressor inlet bacteria filters according to the manufacturer recommendations. The Contractor shall test the alarm battery at each maintenance check, change as indicated but at least annually. The Contractor shall track and document maintenance of equipment in accordance with manufacturer specifications and provide these records for review upon request. Contractor shall furnish parts and labor for routine maintenance. The Contractor shall have recall procedures for equipment and supplies.

The Contractor shall not change or alter a patient’s oxygen prescription or equipment requirements without a new prescription from the patient’s VA provider.

2.16 CONTRACTOR VISITS:

The Contractor shall visit beneficiaries' residences in performance of this contract by appointment only between the hours of 8:00 AM and 8:00 PM, seven days per week, exceptions shall be made in the cases of emergencies.

The Contractor shall be responsible for scheduling appointments for routine deliveries and follow-up, to the patient’s home, at least 48 hours prior in advance. On each scheduled setup/delivery the Contractor shall retrain the patient on the use and care of the equipment and supplies. When conducting home visits, the Contractor’s representatives shall present a professional appearance and adhere to the following as a minimum:

An ID badge shall be affixed to clothing above the waist with the Company name, employee name, and photograph to the front and clearly visible.

Shoes shall be clean and in good condition (open toe shoes are not acceptable).

Shirts and/or blouses shall be uniform and contain the companies name and/or logo.

Slacks or khakis shall be worn. Blue jeans are not allowed.

Mid-calf dress slacks or trousers shall not be denim, revealing, provocative, spandex or similar tight- fitting fabrics Socks, stockings, or hosiery shall be worn at all times.

Skirts shall be at or below knee length.

Adhering to the CDC’s COVID requirements throughout the pandemic

2.17 EXCESS DELIVERY:

The VA shall not authorize payment on the delivery of excess supplies or equipment. Patient using portable oxygen are limited on the number of tanks authorized per month, patients will be delivered tanks only to the extent they can be safely stored in accordance with national accreditation standards but not to exceed a 30-day supply. Excess deliveries are those provided without prior authorization by the VA.

2.18 ASSESSMENT REQUIREMENTS:

The Contractor shall perform an assessment of the patient’s home and environment, to include fire safety, at least every 90 days (or if required due to Plan of Service changes) in accordance with National accreditation standards and maintain documentation of assessments in the individual patient file or folder.

The Contractor shall notify the COR or their designee during the home visit if the Contractor's staff determines that the presence of oxygen in the home presents such a danger that the oxygen should be removed, or in the case of an initial set-up, not placed in the home. Unsafe conditions may include, but are not limited to, fire safety hazards, oxygen safety hazards, patient abuse, or any instance that places the patient, Contractor's staff or others, in immediate danger. The Contractor shall contact the COR or designee by phone during the home visit and furnish (via encrypted email or fax) written documentation of the safety hazard to the COR or their designee within five (5) business days of the incident.

The Contractor shall document and report (via encrypted email or fax) to the COR or their designee, within five

(5) business days of the service, any patient who is non-compliant with safety guidelines set forth in the education and orientation material and or whose behavior poses a risk of self-harm or harm to others (i.e. smoking while on oxygen) despite warnings and ongoing educational interventions.

The Contractor shall check the adequacy of the electrical outlets in the patient’s home and report unsafe conditions to the COR or their designee via phone call during the home visit. VA is not responsible or liable for any unsafe electrical conditions caused by the Contractor. Any alterations to the veteran's residence shall be the responsibility of the veteran. If the COR or their designee decide that the ordered equipment cannot be safely installed, an alternative oxygen delivery system shall be provided after approval until new prescription can be obtained.

The Contractor shall verify the presence of working smoke alarms and instruct the patient to test all smoke alarms on a monthly basis and include this verification in the documentation of assessment. The Contractor shall document (via encrypted email or fax) any home where smoke alarms are not present and fully functional, the Contractor shall provide this notification to the COR or designee within five (5) business days of the service.

2.19 DISCONTINUATION OF SERVICE:

The Government shall notify (via encrypted email or fax) the Contractor in the event of an order to discontinue oxygen service to any patient covered under this contract. Payment shall be pro-rated based upon the notification date of discontinuance of service. The Contractor shall notify the COR or designee within next business day upon discovering a patient is no longer available for services (i.e. deceased, moved out of the service or contract coverage area, and any other situation that the patient would no longer be available for services). Payments shall be prorated based on dates of service provided.

The Contractor shall remove equipment from the patient’s residence at the earliest possible time but no later than two (2) business days after notification unless approved by COR or designee. The date and time of equipment pickup shall be coordinated with the patient (if relocated) and/or next of kin and/or significant other. The Contractor shall honor patient’s or family's requests to pick-up equipment before or after funerals or family gatherings relative to patient’s funeral.

2.20 PATIENT EDUCATION REQUIREMENTS:

The Contractor shall provide education to each veteran at the time of set-up and assess the need for reinforcement during visits. This information is to be presented verbally, in demonstration and material covered shall be in written form to be left with the patient/care giver. The written material shall be in English as well as the foreign language of the patient, in the event the patient does not speak English. All patient education material and documents used in performance of this contract shall be presented in written form with the proposal. The Contractor, as directed by COR shall implement any new or revised educational materials.

2.21 WARNINGS:

The Contractor shall provide educational and/or warning information for patients, their families, or caregivers on the hazards of smoking while oxygen is in use. The warning materials shall be provided upon initial delivery and every 90 days thereafter. The checklist used by vendors for follow-up services shall, at minimum, include:

No Smoking signs provided and posted

Smoke alarm present, veteran instructed to test all smoke alarms monthly, and smoke alarm sounds when tested and provide how to obtain one.

Veteran has been instructed to remove the cannula, shut off the oxygen supply, and wait for the oxygen to dissipate prior to smoking

Veteran, family or cohabitants given educational material regarding the hazards of smoking and using an open flame near oxygen.

Contractor shall check for fire extinguishers and/or provide guidance on how to obtain one.

2.22 PATIENT RIGHTS & RESPONSIBILITIES:

Veterans shall be provided a copy of VA Patient Rights & Responsibilities and any applicable information concerning advance directives during initial setup. The Contractor shall provide documentation that the patient/caregiver has been instructed on how to contact the National Accreditation Office. Documentation will be included in the monthly billing.

2.23 FALL PREVENTION:

The Contractor shall provide patient education or re-education on how to prevent falls in the home related to oxygen equipment and supplies (i.e. oxygen tubing is a fall hazard) on initial set up and every 90 days thereafter.

The Contractor shall provide documentation (via encrypted email or fax) if it becomes known to the Contractor that the patient has recently fallen.

2.24 PERIODIC PERFORMANCE REVIEW REPORT:

The Contractor shall provide a written, quarterly report addressing all National Accreditation Standards for improving organizational performance. The Contractor shall submit their Periodic Performance Review for contracted services to the COR via encrypted email or fax within 90 days of the end of base or option year annually. The Contractor shall assess and score each standard and element of performance that is applicable to the contracted services by entering a self-assessed score. Any noncompliant findings or gaps in service identified on the self-assessment shall require a plan of action to correct as part of the Periodic Performance Review submitted to the COR.

2.25 INCIDENT REPORT:

The Contractor shall report special incidents found or occurring during a home visit; to include finding patients in need of emergency medical assistance, safety hazards that do not fall into the category of presenting immediate life-threatening danger to the patient or Contractors staff, inability to contact a patient within a reasonable period of time, suspected abuse or neglect of a patient by family members or caregivers and any other incident meeting the Contractors written policy for incident reporting according to National Accreditation standards. All reports, containing confidential patient information, shall be provided to the COR via encrypted email using a standard encryption scheme, or fax within 24 hours. The Contractor will follow all state and local laws in reporting suspected incidents of abuse or neglect. Life threatening situations shall be reported to the proper authorities immediately. The Contractor shall maintain a file containing all incident reports at its place of business.

2.26 CUSTOMER SATISFACTION REPORT:

The Contractor shall collect satisfaction data from contracted patients on a quarterly basis in accordance with National Accreditation standards. A copy of survey results shall be submitted to COR in Quarterly reports via encrypted email or fax. The quarterly report is due to the COR within 30 days of the conclusion of the quarter.

The reporting quarters are as follows: October 1st through December 31st, January 1st through March 31st, April 1st through June 30th and July 1st through September 30th.

2.27 INFECTION CONTROL REPORT:

The Contractor shall have a current plan for surveillance, prevention, and control of infection in accordance with National Accreditation standards.

Contractors shall provide a list of names to the COR or designee of all veteran patients exposed to communicable diseases by contracted staff during an identified incubation period. The type of exposure will also be identified.

The Contractor shall collect, trend, and report on data related to the Contractor’s Infection Control Program to the COR or designee on a quarterly basis via encrypted email or fax. The quarterly report is due to the COR within 30 days of the conclusion of the quarter.

2.28 PERFORMANCE IMPROVEMENT REPORT:

The Contractor shall collect, trend, and report on important processes and outcomes data related to patient care and organizational functions to the COR or designee on a quarterly basis for each contract performance period via encrypted email or fax. The quarterly report is due to the COR within 30 days of the conclusion of the quarter.

2.29 CONTRACT USAGE REPORT:

Contractor shall provide a monthly electronic report detailing contract usage by each VISN 15 Facility. Contractor shall provide to each VISN 15 Facility’s COR their respective facility’s electronic report NLT the 15th of each month. The electronic report shall include the total units per CLIN and total dollars invoiced by CLIN. Contractor additionally shall submit a composite report of each facility’s usage, by facility, to include the total number of unique patients, the total number of units used by contract CLIN, and the total dollars invoiced by CLIN number to the VISN COR monthly, NLT the 15th of each month.

2.30 FALL PREVENTION REPORT:

The Contractor shall collect data on falls and outcomes through conversations with the patient and caregivers on a quarterly basis for each contract performance period. The report shall indicate when the incident occurred, were injuries involved, possible causes of fall (i.e. medication, tripping hazard, and/or other situations), as well as corrective action plans, and patient education conducted. This report should be provided to the COR or designee via encrypted email and fax. The quarterly report is due to the COR within 30 days of the conclusion of the quarter.

2.31 HOME VISITS & MONTHLY PHONE FOLLOW-UPS:

Contractor shall provide a report on compliance with the 30-day phone follow-ups and 90-day home visits requirement for home oxygen patients and the 30-day home visits requirement for patients using Ventilators.

Report shall be inclusive to all Veterans serviced under the contract. Data shall include date of last home visit, due date of next home visit, incomplete home visits including documentation and action plan. Report shall be compiled on a monthly basis and be provided NLT the 15th of each month to the COR on an excel spreadsheet, for each facility via encrypted e-mail.

2.32 SENTINEL EVENTS:

The Contractor is required to inform the COR or designee within one (1) business day of a sentinel event (as defined by the National Accreditation standards) that occurs during the performance of this contract that involves VAMC beneficiaries.

2.33 REFUSAL OF SUPPLIES AND SERVICES:

All beneficiaries have the right of refusal of supplies and services. In the event a beneficiary refuses supplies or service or orders the equipment be removed, the Contractor shall comply with the beneficiary’s wishes, however the Contractor shall report the…