SOLICITATION NOTICE
Q -- Prosthetic's Fabrication and Repair
- Notice Date
- 6/23/2008
- Notice Type
- Modification/Amendment
- NAICS
- 339113
— Surgical Appliance and Supplies Manufacturing
- Contracting Office
- Department of Veterans Affairs, Tampa VAMC, James A. Haley Department of Veterans Affairs Medical Center, Department of Veterans Affairs;James A. Haley Veterans Hospital (90C);13000 Bruce B. Downs Blvd;Tampa FL 33612
- ZIP Code
- 33612
- Solicitation Number
- VA-248-08-RQ-0377
- Response Due
- 7/18/2008
- Archive Date
- 7/23/2008
- Point of Contact
- Stephen Karpacs813-972-7589
- Small Business Set-Aside
- N/A
- Description
- THE PURPOSE OF THIS CHANGE IS TO ADD THE STATEMENT OF WORK Statement of Work (SOW) For VISN 8 Prosthetic Services Section 1.0 DESCRIPTION OF SERVICES 1.1 SCOPE OF WORK: 1.1.1 The Contractor shall fabricate all artificial limbs in strict conformance to the prosthetic prescription provided by one of the VA Amputee Clinic Team's located in one of the VISN 8 facilities locations listed in attachment 1. Contractor shall not add or substitute components or alter the beneficiarys limb prescription in any way without prior approval and written authority from the VA Amputee Clinic Team, Prosthetic Representative or designee. 1.2 SPECIFIC Tasks 1.2.1. The fitting and alignment of prostheses/services must be performed under the supervision of a Prosthetists who has met applicable educational and training requirements. 1.2.2. The contractor shall deliver items ordered no later than 30 calendar days after receipt of order or a mutually agreed time after receipt of an order. The contractor shall notify the Chief of Prosthetics or the Chief of Orthotics and Prosthetics Laboratory or his designee and show cause in the event he is unable to deliver the required items in accordance with the Government's required delivery date. Failure by the contractor to provide a written notification as stated above within 7 calendar days after receipt of an order constitutes acceptance of an order. 1.2.3. The contractor shall contact the prescribing physician or the Amputee Clinic Team if service differs from the original prescription. The contractor shall provide follow-up services to the beneficiary, consistent with the types of prosthetic components, provided, and recommendations from the prescribing physician or Amputee Clinic team member. 1.2.4. Delivery point will be determined by the Amputee Clinic Team or Chief of Prosthetics. Payment will be provided upon successful inspection and acceptance of completed prosthesis. Inspection and acceptance will be the responsibility of the Amputee Clinic Team or Chief of Orthotic Lab or his designee. If limb inspection is delayed by patient circumstances payment may be authorized by the Chief of Prosthetics. If limb is found to be unsatisfactory at that time VA will work with contractor to resolve all issues on a case by case basis. 1.2.5. The Contractor warrants the artificial limb provided against defective material and/or workmanship for a minimum of one (1) year from the date of acceptance. Manufacturers warranties of artificial limb components shall be in effect and enforced. The contractor agrees to furnish without additional cost to the government, all labor and materials necessary to correct defects that were detected during the warranty period. These conditions do not apply to adjustments incidental to the wearing of prosthesis, adjustments required by physical change of the wearer, or where there is evidence of deliberate misuse or alteration by anyone other than the contractor. 1.2.6. The Contractor shall implement and maintain a plan for identifying, monitoring and reporting (where indicated) equipment component and item failure for equipment and items provided to beneficiaries under this contract. The contractor shall immediately notify all affected VA facilities in the event of a product recall, removal, required adjustment, or required modification that is suggested or mandated by the contractor, distributor, manufacturer, or any regulatory or official agency. The information that shall be included in this notification includes: 1. A complete item description, identification. 2. Administrative identification data including purchase order number and order date. 3. Reasons for recall, removal, adjustment, or modification. 4. Instructions for appropriate corrective action. 1.2.7. The Contractor shall implement and maintain a plan for identifying, monitoring and reporting (where indicated) repair and preventative maintenance for equipment and items provided to beneficiaries. 1.2.8. In the event that a veteran beneficiary dies prior to delivery and acceptance of an artificial limb, VA shall pay the contractor for the work performed up to the point that they are notified to stop work. The pricing paid shall be mutually agreed upon and shall not exceed the contract price of the limb less the salvage value of the unused limb. 1.2.9. The Contractor agrees not too directly or indirectly through agents solicit eligible veteran beneficiaries. 1.2.10. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376, and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the requiring prosthetic office to determine if the product is acceptable. Section 2.0 QUALIFICATIONS/CERTIFICATION AND EDUCATION REQUIREMENTS: 2.1.1. The Contractors facilities shall be approved by the Facility Accreditation Program of the American Board for Certification in Orthotics and Prosthetics, Inc. (ABC) or Accredited Facilities Program of the Board of Certification (BOC). Note: The VA reserves the right to conduct an onsite inspection. 2.1.2. The Contractor shall have a full-time American Board Certified (ABC), or Board of Certification (BOC), on staff at each of their locations in good standing. A waiver for this requirement may be granted on a case-by-case basis for branch offices only in the event that VA determines this requirement would place an undue burden on the veteran. VA reserves the right to verify Prosthetics(s) credentials at anytime. 3.0. GENERAL INFORMATION 3.1. JOINT COMMISSION ON ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JCAHO) AND OTHER SPECIAL REQUIREMENTS 3.1.2. Where the BOA does not require JCAHO accreditation or other regulatory requirements regarding worker competency, the Contractor must perform the required work in accordance with JCAHO standards 3.2. CONFIDENTIALITY OF PATIENT RECORDS 3.2. The Contractor is a VA contractor and will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. The contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Under this BOA the provider will not have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the sharing agreement, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VAs place of business on request during normal business hours, to inspect and review and make copies of such records. 3.3. HHS/OIG 3.3.1. To ensure that the individuals providing services under the BOA have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this BOA. Further the Contractor is required to certify that all persons listed have been compared against the OIG list and are NOT listed. During the performance of this BOA the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. 3.4. PRICING: 3.4.1. For fabrication and repair of artificial limbs, the prices proposed shall not exceed the established L-Code prices applicable to the geographic area subject to this solicitation and at the time of performance. It should be noted that repair rates for 15 minute increments are now part of the L-Code pricing schedule. Considering this, please apply the best percentage discount that you offer against the L-Code pricing baseline. Contractors are to give a discount on all L-Codes (limbs, labor rates for repairs and components). 3.4.2. Quote shall be submitted using the attached quote submission form (Attachment 2). * It should be noted that L-Code pricing are published by Centers for Medicare and Medicaid Services (CMS), formerly HCFA, Common Procedure Coding System (HCPCS). The website for the L-Code Pricing: http://cms.hhs.gov/providers/pufdownload/#dme (DME, Orthotics and Prosthetics). The L-Codes are updated every year and are released in December, for the following year. 3.5. INVOICING/PAYMENT 3.5.1. Invoices shall be submitted upon acceptance of the limb to the Prosthetics Service of the ordering facility. 3.5.2. Invoices submitted for payment shall include the purchase order number, beneficiarys name; detail of work accomplished. The preferred method of payment will be the Government Purchase/Visa Credit Card and the Contractor must be capable of accepting it for payment. The contractor will also need to be able to process at Level II, if additional machinery or computers required, this will be at the contractors expense. All invoices submitted for Government Purchase Card payment will be submitted to the prosthetic office issuing the purchase order. Contractors not having purchase card capabilities will be paid utilizing the certified invoice process which will require them submit their invoices to the Austin Payment Center. 3.6. BOA ADMINISTRATION 3.6.1. The contracting officer is the only person authorized to approve changes or modify any of the requirements under this BOA. The contractor shall communicate with the ordering facilities Contracting Officer Technical Representative (COTR) on all matters pertaining to the technical requirements of this BOA. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this BOA. In the event the Contractor effects any such change at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the BOA price to cover any increase in costs incurred as a result thereof. 3.7. TERMINATION 3.7.1. The terms of this agreement, as modified with the consent of both parties, will remain in effect for 5 years. Either party upon 30 days written notice to the other party may terminate this agreement. Such notice shall be delivered via facsimile or overnight courier service to the parties at the following addresses/facsimile numbers: (COMPANY NAME) Dept of Veterans Affairs (90C) ATTN: ATTN: Prosthetics BOA CO ADDRESS: ADDRESS: 13000 Bruce B Downs Blvd ADDRESS: ADDRESS: Tampa FL 33612 FAX: FAX: (813) 972-7572 3.8. ABBREVIATIONS/DEFINITIONS L-CODE MEDICARE CODE FOR ARTIFICIAL LIMBS ABC AMERICAN BOARD FOR CERTIFICATION IN ORTHOTICS AND PROSTHETICS BOA BASIC ORDERING AGREEMENT BOC BOARD FOR ORTHOTIST-PROSTHETIST CERTIFICATION (ACCREDITED FACILITIES PROGRAM) CAD/CAMCOMPUTER AIDED DESIGN/COMPUTER AIDED MANUFACTURER NSNA NATURAL SHAPE NATURAL ALIGNMENT NAAOP NATIONAL ASSOCIATION FOR THE ADVANCEMENT OF ORTHOTICS AND PROSTHETICS AAOP AMERICAN ACADEMNY OF ORTHOTICS AND PROSTHETICC AOPA AMERICAN ORTHOTIC AND PROSTHETIC ASSOCIATION IAOP INTERNATIONAL ASSOCIATION OF ORTHOTICS AND PROSTHETICS COTR CONTRACTING OFFICER REPRESENTATIVE DEFINITIONS: GOOD STANDING: participates and achieves appropriate continuing education credits and pays dues as determined by Certifying Agency such as ABC or BOC. PURCHASE CARD/VISA LEVEL II: Enhanced data is the additional information that accompanies charge card transactions. However, enhanced data is not required for processing financial transactions or for settlement of that transaction. Level II provides additional summary data that accompanies Level I (minimum amount of data required to clear and settle a financial transaction) through the clearing and settlement process. 4.0. APPENDICIES ATTACHMENT 1, SUPPORTED VISN 8 FACILITIES ATTACHMENT 2, QUOTE SUBMISSION FORM ATTACHMENT 1 VISN 8 FACILITIES VISN VA Medical Center Bay Pines VAMC (add) James A. Haley Veterans' Hospital (Tampa, FL) Lake City VAMC, NF/SGVHS (Lake City, FL) Malcom Randall VAMC, NF/SGVHS (Gainesville, FL) Orlando VA Medical Center (Orlando, FL) West Palm Beach VAMC (West Palm Beach, FL) San Juan VAMC (add) Miami VAMC (ADD) Outpatient Clinic Fort Myers OPC (Fort Myers, FL) Jacksonville OPC (Jacksonville, FL) Oakland Park OPC (Ft Lauderdale) (Oakland Park, FL) Viera OPC (Viera, FL) William V. Chappell, Jr., VA OPC (Daytona Beach, FL) ATTACHMENT 2 PROSTHETIC'S SERVICES QUOTE SUBMISSION FORM PRICING SCHEDULE For fabrication and repair of artificial limbs, the prices proposed shall not exceed the established L-Code prices applicable to the geographic area subject to this solicitation and at the time of performance. It should be noted that repair rates for 15 minute increments are now part of the L-Code pricing schedule. Considering this, please apply the best percentage discount that you offer against the L-Code pricing baseline. Offerors are to give a discount on all L-Codes (limbs, labor rates for repairs and components). L-CODE PRICING LESS _________% DISCOUNT COMPANY NAME: ____________________________________________________________ EMAIL ADDRESS: ________________________ PHONE NUMBER: _________________________ TIN #: ____________________________ DUNS #: __________________________________ CAGE CODE:______________________ ______________________________________ PRINTED NAME ______________________________________ _____________ SIGNATURE DATE NOTE: Proof of Prosthetist certification and Facility accreditation shall be submitted with quote to be considered for award of a BOA.
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