Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 26, 2011 FBO #3381
DOCUMENT

Q -- Durable Medical Equipment Services for West Palm Beach VAMC - Attachment

Notice Date

2/24/2011
 

Notice Type

Attachment
 

NAICS

532291 — Home Health Equipment Rental
 

Contracting Office

Department of Veterans Affairs;West Palm Beach VA Medical Center;7305 North Military Trail;Palm Beach Gardens FL 33410-6400
 

ZIP Code

33410-6400
 

Solicitation Number

VA24811RP0191
 

Response Due

3/3/2011
 

Archive Date

3/18/2011
 

Point of Contact

John Hull
 

E-Mail Address

ct
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK SCOPE OF CONTRACT The intent of this Request for Proposal is to enter into a Firm-Fixed Price requirements contract to provide all the necessary labor, facilities, and management to perform pick-up and delivery services, set-up and disassembly, minor repair and storage of Government-Owned Durable Medical Equipment/Accessories (DME) for VA beneficiaries of the VISN 8 Department of Veterans Affairs West Palm Beach VA Healthcare System listed herein. PERIOD OF PERFORMANCE: The contract effective period shall be for a one (1) year Base period, with four (4) one-year option year renewal periods. 1. GENERAL: a. BACKGROUND: The Department of Veterans Affairs Medical Center at West Palm Beach, FL has a requirement for Durable Medical Equipment (DME) service for the veterans of the West Palm Beach VA Healthcare System, 7305 North Military Trail, West Palm Beach, FL 33410-6400. The affiliated Community Based Outpatient Clinics (CBOC's) located at the following locations, Port St. Lucie FL, Fort Pierce FL, Delray FL, Boca Raton FL, Stuart FL, Vero Beach FL, Okeechobee. b. SCOPE OF WORK: The Contractor shall provide delivery and pick-up, receiving, storage, set-up, assembly, take-down, disassembly, installation, instructions, sanitizing, repair and maintenance of VA owned DME to eligible VA beneficiaries as required by the West Palm Beach VA Healthcare System. Services provided shall be all inclusive of deliveries and transportation to include set-up/delivery of equipment, safety inspections, and in-service training for beneficiaries to include patient education. In accordance with sound industry practice, and the terms and conditions of the contract, the Contractor shall be responsible for the proper care, maintenance, and use of Government-owned DME in its possession or control from the time of receipt until properly relieved of responsibility. The removal of Government-owned DME to storage, or its contemplated transfer, does not relieve the Contractor's responsibility. c. CONTRACTOR REQUIREMENTS: 1. SERVICE AREA: The area of service is the following 8 counties in the state of Florida: Martin, Palm Beach, Hendry, Glades, Highlands, St Lucie, Okeechobee, Indian River. At times the service area may extend up to 55 miles beyond the above listed counties. Contractor's physical warehouse location for storage of VA-Owned DME must be located within a one hour drive of the West Palm Beach VA Medical System for the duration of the contract to facilitate site visits by medical center personel to inspect the facility and/or its inventory when deemed necessary. 2. JOINT COMMISSION ACCREDITATION: The contractor must be accredited by the Joint Commission and meet Joint Commission standards by maintaining that accreditation throughout the entire period of performance of contract. If at any time the contractor loses Joint Commission accreditation or receives provisional accreditation, the COTR must receive immediate notification in writing citing the type I deficiencies and supplemental recommendations. As a result of any of the above actions, the VA reserves the right to terminate the contract. 3. BRANCHES/AGENTS: If the bidder maintains branches and/or agents through whom business may be transacted, they must submit a list thereof with the bid. If awarded a contract, they must transmit all information concerning the agreement between such branches and/or agents authorizing and instructing them to furnish supplies and/or services covered. 4. HSS: No contract will be awarded nor payment made to any individual or entity that appears on the Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities. 5. HIPAA Compliance - Health Insurance Portability and Accountability Act of 1996: The successful Contractor shall be required to be in compliance with HIPAA requirements. 2. DEFINITIONS: AIDS - Acquired Immunodeficiency Syndrome CBOC - Community Based Outpatient Clinics CDC - Center for Disease Control DME - Durable Medical Equipment TJC - The Joint Commission MRSA - Methicillin Resistant Staphylococcus Aureus MSDS - Material Safety Data Sheets OPC - Outpatient Center OSHA - Occupational Safety and Health Administration VA - Veterans Administration VAMC - Veterans Administration Medical Center 3. EQUIPMENT AND SUPPLIES: The VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up as needed. VA-owned equipment may be delivered directly to the contractor's warehouse from suppliers or picked up from the VA location as directed by the COTR. The Contractor will be expected to provide service for other items which may not be on the list, but which are similar in nature to those listed: - bed, manual - bed, electric, adjustable - mattress, hospital type - trapeze assembly - over-bed tables - lift, transfer patient - bench, bath - chair, commode and shower - wheelchair, manual - wheelchair, power - scooters - ramps, portable 4. SERVICE HOURS: a. Normal hours. The contractor is expected to perform services under this contract between the hours of 8:00am and 4:30pm, Monday through Friday excluding Federal holidays. b. Emergency Procedures. The contractor shall provide emergency services twenty-four hours per day, seven days per week, including Federal holidays. c. Immediately after contract award, the contractor shall provide to the COTR a 24 hour emergency point of contact to include telephone, facsimile and cellular/page number. d. The contractor shall notify the COTR or designee within 1 hour in the event of a disaster, natural or otherwise, that may affect the services covered under this contract. e. Federal Holiday's are: New Year's Day; Martin Luther King, Jr. Day.; President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day. Federal Holidays are also listed on the following website: http://www.opm.gov/fedhol/. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. 5. SERVICE CALL: a. The following actions are to be considered a service call: 1. Delivery/Set-up & pick-up of DME and supplies 2. Pickup & delivery of items being repaired 3. Minor installation. All deliveries shall include the setting-up and taking-down (complete assembling/disassembling) of equipment, instructions to the veteran and/or care provider in the proper use, installation, cleaning and review of maintenance and safety features of equipment for the veteran's use. All documentation of this process, i.e., invoicing, plan of care, checklist completion and reports of equipment condition will be considered part of this rate. b. A single service charge constitutes one service. When multiple services are requested, such as delivery, pickup, and/or installation of DME and supplies the service(s) shall be accomplished in one service call. A single service charge may be charged after receiving approval when: 1. An item is out of stock and requires delivery at a later date. 2. Returning an item/appliance after being repaired is NOT an acceptable service charge. 3. The contractor shall not bill for any trip back to a veteran if the veteran contacts either the contractor or VA because of malfunction or misinterpretation of instructions within three (3) work days after delivery of equipment. c. The contractor shall telephone the veteran/care giver in order to arrange for a designated service call date and time. All attempts shall be documented on the purchase order. d. Patient or patient's family will be allowed to pick up items at the contractor's place of business. Contractor will give instructions on equipment and assist patient in the loading of all picked up equipment into the beneficiary's vehicle. Contractor has the right to refuse if he feels that the transporting of said equipment will present a safety hazard to the driver or other drivers on the road. e. The contract line items for deliveries and pick-ups use "JOB" as the unit of issue. All costs for mileage are INCLUDED in the price paid under the delivery and pick-up line items for travel occurring within the service area described in 1.C.1 service area above to include up to 35 miles outside these designated areas. f. When a veteran's residence/nursing home is outside this radius, additional mileage charges will apply. Those charges are covered by the contract line item #004 for Extra Mileage Charges. The additional mileage charges are billed at a flat rate per mile outside the extended 35-mile radius. g. When additional mileage charges apply, the contractor's invoice shall identify the starting point, the delivery/pick-up location, the mileage traveled outside of the extended 35 mile radius, and the routes taken. Additional mileage charges will be verified using Mapquest.com. The contractor shall take the most direct route possible, and shall not bill for additional mileage that resulted from conducting business outside of this contract. h. If the contractor is ordered to pick-up equipment from the VA facility, and then deliver said equipment to a veteran's residence/nursing home that is within the designated service area, the contractor will not be entitled to any additional charges other than the charges allowed by the contract line item #001 for delivery. 6. DELIVERY REQUIREMENTS: Delivery of DME equipment will be in accordance with the following seven (7) basic areas: a. Safety Factors: When delivering new or VA reissued DME that are electrically operated, the electrical outlet used to operate the DME in the beneficiary's home will be checked for safety. The Contractor shall check and document adequacy of the electrical outlet and if the outlets are not grounded, the Contractor shall provide and install a three-prong plug. The Contractor will verify that the electrical outlet is solely used by the DME item. If the Contractor is unable to make the electrical outlet safe, the DME item will be returned to the Contractor's facility, and the COTR, or designee, will be notified immediately. b. Instructions on Usage of Equipment: For every new or VA reissued DME that is delivered to a beneficiary's home, the Contractor will be responsible to instruct the patient, patient's spouse or care provider in the safe and proper operation and cleaning of the DME c. Instructions for Emergency Repairs/Replacement of DME: The Contractor will instruct the patient, patient's spouse or care provider in the procedures to follow in the event of DME malfunction. These procedures will include the name and phone number of a Contractor representative who will be available 24 hours a day, seven days of the week to provide adequate repairs/replacement of DME. The name and phone number of the Contractor representative responsible for emergency repairs/replacement of DME will be affixed to the DME in the form of an adhesive label. A 24 hour toll-free telephone number to be provided by Contractor. d. Manufacturer Name and Serial Number: List the DME manufacturer and serial number which will be used in the event of a manufacturer's "equipment recall". This will be provided to the VA on all invoices and retained by the contractor. e. New or Refurbished DME: Contractor must annotate if the DME issued to the veteran patient was new or refurbished. If the DME was refurbished, the Contractor must state that the DME was cleaned and disinfected according to manufacturer's standards. f. Issue Customer Orientation Pamphlet: The Contractor shall provide the patient, or caregiver, a copy of a Customer Orientation Pamphlet. This pamphlet will include product use information, warranty information, general information on services to be provided, safety procedures, service orientation, disaster readiness, and the patient's bill of rights. g. Certification of Delivery Form: Acknowledgement of the above requirements must be documented on a single use Certification of Delivery form with the patient and contractors signature to verify understanding of safety, instructions on usage, emergency repairs, manufacturer name and serial number, whether equipment is new or used and that the Customer Orientation Pamphlet has been provided. The contractor shall fully complete the Certification of Delivery Form and submit it with each individualized itemized invoice and one shall be retained in the patient plan of care folder at the contractor's warehouse. Invoices received WITHOUT or INCOMPLETE Certification of Delivery Forms shall be returned to the contractor without action. 7. EMERGENCY DELIVERY/SERVICES: Emergency delivery/services to VA beneficiaries/caregivers shall only be provided by the Contractor upon receipt of a specific order or authorization from the COTR or designee. The Contractor shall be required to perform and complete such services within four (4) hours after receipt of request. Cost for this service shall be billed at the per JOB rate for delivery/pickup plus the ADDED fee for EMERGENCY service in the Schedule of Supplies/Services. 8. OFFICE/STORAGE FACILITY a. Contractor shall provide 3000 square feet of contiguous space for the storage of VA owned equipment and/or supplies. b. Contractor shall provide the Chief, P&SAS, COTR or designee unannounced access to the office and storage area Monday through Saturday between the hours of 8:00 am and 4:30 pm, and within two (2) hours notice on a twenty-four (24) hour basis for emergency access. c. The Contractor shall provide a clean, separate, and secured area for all VA owned equipment. The storage area must be adequately equipped with industrial shelves and bins to properly accommodate the items being stored and use the space most efficiently. Oversized boxes or containers shall not be stored on the floor, but on raised pallets and/or platforms. The storage area must be climate controlled, no lower than 50 degrees and no higher than 90 degrees Fahrenheit, with adequate ventilation/air circulation to protect DME from deterioration from dust, moisture/humidity and extreme temperatures. DME shall be stored in an orderly manner to allow for immediate access to any and all items and to its component parts. d. Before being placed in storage all reclaimed equipment shall be checked for proper operation, serviceability, safety and will be thoroughly cleaned, disinfected, sanitized and protectively wrapped in plastic. Cleaning, disinfecting, sanitizing shall be by steam cleaning and/or other industry-approved methods to include hospital grade disinfectants recommended by the manufacturer specifications. The Center for Disease Control (CDC) guidelines shall be followed for cleaning equipment recovered from all patients. The Contractor shall provide a written policy and procedure statement for cleaning/disinfecting VA owned equipment and a complete listing of chemicals, with a Material Safety Data Sheet (MSDS) to this facility for approval by the Infection Control staff prior to starting any work under this contract. e. The storage facility must meet current city/county building codes for the area in which it is located. A copy of initial and any subsequent inspections shall be provided to the VAMC on initiation of this contract and also posted in a conspicuous area in the building. f. Reclaimed or returned mattresses, disposable equipment, open cartons of expendable medical supplies will not be stored, but shall be disposed of by the contractor in accordance with all government, state and local laws at no cost to the government. A detailed list of disposed equipment/supplies shall be submitted on a monthly basis and reviewed and signed by the COTR before disposition can occur. A separate file shall be maintained by the contractor for all actions involving disposition of VA equipment and be available for review at any time. 9. MAINTENANCE/REPAIR/CLEANING: a. DME equipment stored under the provisions of this contract shall be placed in first class working condition, to include: performance of minor repairs, adjustments, thorough cleaning, sanitizing and protective wrapping in plastic prior to storage in the non-contaminated equipment storage area. All stored equipment shall be labeled, to include: name of veteran to whom it was issued prior to being picked-up and stored by the contractor and the date it was inspected, cleaned and placed in storage. b. The Contractor shall have a separate, designated contaminated equipment area both in the vehicle and the building for temporary storage, inspection and cleaning, disinfecting of all reclaimed durable medical equipment. c. The Contractor shall provide a written protocol as to how personnel shall exercise necessary precautions when handling all durable medical equipment, which has not been cleaned, and sanitized/disinfected. d. The Contractor shall be responsible for the minor spot painting of small areas of chipped paint or rust spots on reclaimed equipment to be placed in storage. Any rust spots shall be wire brushed prior to spot cleaning. e. The Contractor shall pursue the performance of repair or refurbishing of government-owned equipment with such diligence as to ensure that the equipment and/or accessories are placed in first class working condition and suitable for reissue within five (5) work days after the date of pick up. Appropriately trained personnel shall perform maintenance in accordance with the manufacturer's instructions. Documentation of all training shall be included in the contractor's employee personnel folders and provided for review upon request of the VAMC. f. If an item is found to be in need of repair, the Contractor shall perform minor repairs (i.e. tighten wheels and casters on wheelchairs, check for loose wiring on motorized wheelchairs and electric beds) at no additional cost to the Government. Should an item need repair that would require any replacement of spare parts or labor time exceeding fifteen (15) minutes, the Contractor shall notify the COTR of any spare parts required and the estimated total cost of repair PRIOR to starting any repair. REPAIR WILL NOT BEGIN PRIOR TO RECEIPT OF GOVERNMENT AUTHORIZATION. The Contractor shall not be reimbursed for repairs made without proper authorization. g. Cost for repairs (other than minor repairs, PMI's or adjustments) shall be billed as per Labor Rates in the Schedule of Supplies/Services. h. The VA reserves the right to furnish replacement parts or obtain services to repair/refurbish any item(s) from an independent source. 10. EQUIPMENT MANAGEMENT: a. Contractor staff providing equipment and related services must have current education, training and experience appropriate to the equipment and scope of services provided. Contractor must demonstrate knowledge and competence in special electrical needs and backup systems that may be required, equipment safety checks and troubleshooting, equipment setup, routine and emergency response procedures, specific structural and environmental requirements for safety and effective use of equipment in the home setting, and communication and teaching skills. b. Equipment management shall be in compliance with current JOINT COMMISSION guidelines and standards. 11. DIRECT DELIVERY TO CONTRACTOR: The VA will purchase DME and/or parts for repairs for drop-shipment directly to the DME Contractor for storage. It is the Contractor's responsibility to: 1) properly receive DME, 2) check for damage before accepting receipt from shipper, 3) document receipt, 4) tag appropriately as Government-owned DME, 5) place in storage area, 6) immediately MAIL and FAX shipping documents along with purchase order information and acceptance certification to the COTR. The Contractor may provide acceptance certification on the packing list/shipping document provided by the supplier. All invoices, receiving documents, and acceptance certification shall be forwarded to the COTR within five (5) calendar days of receipt of DME/parts. In the event overages, shortages, or damages are discovered upon receipt of Government-owned DME and/or spare parts, the Contractor shall provide a statement of the condition and apparent causes to the COTR immediately, no later than twenty-four (24) hours after occurrence. Only that quantity actually received shall be recorded in the official records. Upon receipt of DME by drop shipment the Contractor shall record DME information in the inventory control record. 12. INVENTORY MANAGEMENT: The Contractor shall be responsible for maintaining inventory controls and preparation of a perpetual inventory control record of all Government-owned DME, new and retrieved, held in storage under the terms of this contract. The Contractor shall be required to perform WEEKLY inventory in order to maintain the required inventory levels and to ensure that proper inventory procedures are operating effectively. A copy of the WEEKLY inventory shall be provided via FAX or electronically as determined by the COTR by each Friday, 4:30 p.m. The inventory record shall be accompanied by the Contractor's certification that all DME stored in the clean storage area has been cleaned, serviced, and stored in accordance with the provisions of this contract. The contractor shall provide a listing of all inventory awaiting repairs and item status. Contractor and COTR shall establish procedures to notify COTR if inventory of a particular item reaches a point that an emergency order for that item needs to be completed. The Contractor's inventory control record shall contain the following basic information for every item of Government-owned DME in the Contractor's possession: DME Description Model Number Serial Number New or Used Location (clean storage, temporary storage or VA beneficiaries' homes) The Contractor shall also maintain a cumulative log of DME issued during the contract period. The log will contain the following information: Date issued VA beneficiary's initials and SSN Make, Model and Serial Numbers 13. DISCREPANCIES IN INVENTORY: Discrepancies of inventory shall be investigated by the Contractor and a written explanation provided to the COTR via FAX as noted above. Resolution of discrepancies must be completed before the next inventory reporting period. 14. INVENTORIES UPON TERMINATION OR COMPLETION: Immediately upon termination or completion of the contract, the Contractor shall perform a physical inventory of all Government-owned DME applicable to the contract and provide the COTR with the Inventory Control Record document within seventy-two (72) hours after termination or completion. 15. PERFORMANCE IMPROVEMENT/QUALITY ASSURANCE: The Contractor shall initiate and maintain an on-going performance improvement/quality assurance program to objectively and systematically monitor and evaluate the quality and appropriateness of services provided, resolve identified problems, pursue opportunities for improving patient care and provide a self assessment of compliance with the requirements of this contract. There must be a systematic process to collect and analyze data and take appropriate action. Commitment of resources by leadership to address areas requiring improvement must be demonstrated. The contractor shall perform management reviews of its Quality Assurance Program on a quarterly basis, and provide a written report to the Chief, P&SAS, the COTR and the Contracting Officer. The reports are due to the above VA officials on the following days each contract year: April 10th; July 10th; October 10th and January 10th. Patient Satisfaction surveys on VA beneficiaries shall be performed quarterly with a random 10% sampling. Analysis of the survey along with originals of the actual survey shall be provided to the COTR or designee, (along with any actions taken) quarterly, or upon request. The VA COTR or designee will monitor the contractor's performance in the following areas: " Was the set-up or delivery completed within 48 hours " Was all documentation received in Prosthetics within 5 working days " Did the paperwork indicate New or Used " Serial Numbers annotated " Was patient education completed " Were patient or caregivers signatures obtained " Were any safety issues identified & noted " Was the over all documentation correct, complete, and timely The contract will be monitored in the above areas and will allow for a maximum non-compliance rate of no more than 15% in any individual area, and will allow for an overall non-compliance rate of 10% in all areas combined. 16. EMERGENCY PREPAREDNESS PLAN: a. The Contractor shall have an emergency preparedness plan which must demonstrate the ability to provide continuing care and support in the event of an emergency which results in interruption of services. The Contractor shall provide 24-hour emergency services including replacement and/or backup equipment when necessary. An adhesive label with the Contractor's name and toll-free telephone number shall be placed on the equipment in an obvious location so that the patient and/or caregiver will know where to call to report emergency malfunctions. b. The Contractor shall document and immediately report to the COTR or designee, any known incidents of death, accident, injury or infection related to equipment furnished, and life-threatening equipment malfunctions or equipment recalls. The Contractor shall maintain a system for the purpose of equipment safety recalls. 17. SAFETY REQUIREMENTS: a. The Contractor shall have a program designed to educate appropriate staff and patients in safety measures in the home to minimize hazards related to the care or service provided. Initial and ongoing written and verbal instructions shall be provided. Instruction shall include the following: basic home safety, safe and appropriate use of medical equipment storage, handling, delivery and access to supplies, identification, handling and disposal of hazardous materials and wastes in a safe and sanitary manner and in accordance with state and local law and regulations. The patient's knowledge and performance of safety procedures shall be monitored continuously and re-education provided as needed. All education shall be documented in the veteran's plan of care folder. b. The Contractor shall have a system for reporting and documenting all accidents, safety hazards and injuries. The Contractor shall investigate all reported accidents and injuries. In the event of an accident or injury the contractor shall notify the COTR immediately and a follow-up evaluation shall be provided to the VAMC within five (5) working days of investigation. The results of these investigations shall be considered when reviewing the quality and appropriateness of patient care. Equipment malfunction and serious injury or death associated with equipment shall be reported to the vendor and/or manufacturer and COTR immediately. c. The Contractor shall take such safety precautions reasonably necessary to protect the lives and health of the occupants of the buildings as the Contracting Officer or designee may determine to be necessary. The Contracting Officer shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or their representative at this site of the work shall be deemed sufficient of the purpose aforesaid. If the Contractor fails to or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. 18. INFECTION CONTROL: Standards of Infection Control shall be maintained to include: Separation of clean/dirty DME Bagging and Packing as appropriate Designation and markings: Cleaning process areas Storage areas Repair areas Transportation vehicles All packaging and marking for infection control shall meet Joint Commission requirements, as well as storage methods and facilities. VA Survey Teams shall be responsible for periodic inspections to insure that Joint Commission compliance is met. All materials shall be clearly marked to show special handling requirements or hazardous warnings. Contractor shall also comply with OSHA Material Safety Data Sheet marking and handling requirements where appropriate to the item. All Communicable diseases will be reported to appropriate local and state agencies, and directly to the COTR and VA Infection Control Team. Contractor shall take measures to prevent, identify, and control infections. Infection control procedures related to the care or service provided shall address, at a minimum, personal hygiene, transmission based precautions, aseptic procedures, staff health and transmitted infections, and appropriate cleaning and disinfection of equipment. Contractor shall exhibit the importance of infection control and personal hygiene and know their responsibilities regarding infection control. The Contractor shall have a system in place to evaluate report and maintain records of infection control related to the care or service provided among patients and as appropriate, among staff. The Contractor shall provide documentation of training in infection control standards for all contractor personnel utilized in the performance of this contract. 19. UNIVERSAL PRECAUTIONS: The Contractor shall employ Universal Precautions in ALL aspects of services provided under this contract in accordance with Joint Commission requirements. 20. EQUIPMENT RECALL: The Contractor is required to have in place a system of notification of equipment hazards, defects and recalls, and shall maintain an effective plan and record of all recall actions. The Contractor shall notify the COTR of any recalls initiated and those VA beneficiaries affected within ten (10) working days of receipt of recall notification. 21. INCIDENTS INVOLVING A VA BENEFICIARY: All accidents, malfunctions, injuries and deaths relatedto the delivery and use of DME shall be IMMEDIATELY reported verbally to the COTR. A follow-up written report of contact describing the event, analysis of cause/effect, and corrective action taken, shall be provided to the COTR within five (5) working days of the verbal report. The Contractor shall make a written report of all inquiries, complaints, and requests received from VA beneficiaries or caregivers and furnish a copy to the COTR. The written report must contain at a minimum: the nature of the inquiry, complaint, or request; the contractor's decision; and, the basis for the decision and outcome. The report shall be signed by the Contractor's employee who received the call and the Contractor's official who reviewed it for appropriate action. All complaints shall be addressed and resolved within fifteen (15) days. All records shall be provided to the COTR for review upon request and/or at quarterly site visits. 22. INTERACTION BETWEEN CONTRACTOR PERSONNEL AND VA BENEFICIARIES: The VA beneficiaries serviced by this contract have significant physical disabilities or chronic illnesses that, in many cases, influence their behavior and lifestyle. It is of the utmost importance that a high degree of sensitivity and professionalism be demonstrated when VA beneficiary/caregiver contact is made. The Contractor is expected to be discreet and tactful, and to demonstrate concern, compassion, and patience. The VA reserves the right to remove any Contractor employee from the performance of service under this contract if their behavior and the level of service provided are not in accordance with the specifications and requirements contained herein. 23. UNUSUAL CONDITIONS: The Contractor shall notify the COTR immediately if any of the following unusual conditions are known to exist concerning the VA beneficiary using Government-Owned DME: a. Change of address and/or telephone number b. VA beneficiary is hospitalized or expires c. VA beneficiary cannot be reached d. Excessive abuse of equipment/accessories e. Requests for extra equipment/accessories without the consent of the COTR or for any change in the original prescription The COTR shall likewise notify the Contractor should any unusual conditions exist in the VA beneficiary's residence. 24. CONTRACTOR VEHICLES: The Contractor shall have duly licensed vehicles able to transport the maximum weight recommended by the vehicle manufacturer. All vehicles used in the performance of services under the contract shall be clearly marked with company identification. The Contractor shall ensure that all vehicles meet Local, State and Federal codes and maintain motor vehicle Liability Insurance in accordance with the laws of the State of Florida, as appropriate. 25. INSURANCE REQUIREMENTS: The Contractor agrees to procure and maintain, while the contract is in effect, Worker's Compensation, Employer's Liability, General Liability and Motor Vehicle Liability Insurance in accordance with the laws of the State of Florida, as appropriate. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitation for any one accident, and at least meeting the statutory limitation, if more than one person is involved. 26. EVIDENCE OF COVERAGE: Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined herein and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Government. 27. KEY PERSONNEL: A record of each employee's qualifications, character, and competent and capable of performing the duties required shall be maintained at the Contractor's establishment and made available for inspection upon request by the Contracting Officer. Personnel must submit to drug testing and back ground check. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPPA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with the VA. Drivers shall possess all necessary licenses and/or permits to perform work under this contract. Drivers shall be dressed in company uniforms that are neat and clean, presenting a well-groomed professional appearance. Contractor personnel shall have visible picture identification bearing the company name and the employee's name. 28. PHASE-IN PERIOD/CHANGE IN CONTRACTORS: When there is a change of contractor, it is the duty and responsibility of the new contractor to pick up all government owned equipment from the previous contractor and transport to and store the equipment at the new contractor's location. These items shall be stored separately by the previous contractor for a phase-in period of not to exceed 30 days. These services will be at no cost to the VA. Contractor agrees to a 30-day phase-in period for the transferring of supplies and services to the VA beneficiaries. This will allow the contractor to organize and prepare so as to allow a transition period without undue stress or interrupted service to the veterans. 29. CONTRACT ADMINISTRATION DATA AND REQUIREMENTS: a. Payment Processing: Payments will be by Government Purchase Card. The contractor shall accept fax copies of purchase orders. The contractor must have Class II Visa software to be compatible with VA billing requirements for all credit card payments. The Contractor's invoice shall include, but is not limited to: 1. The contract number and purchase/delivery order number Beneficiary's name and last four digits of Social Security Number (SSN) 2. Date service was requested 3. Completion date of service 4. Detail of work accomplished 5. Equipment (i.e., delivered, repaired, picked up, new, refurbished, etc.) 6. Model and serial number of equipment 7. Total cost of service charge (itemized if necessary) 8. A copy of the Certification of Delivery form (Reference 6.G) b. Patient Plan of Care The Contractor shall provide a written plan of care or service for each patient who receives equipment or appliances delivered by the Contractor or his representative. A plan of care or service shall be developed within five (5) workdays of initiation of each service. The plan of care or service shall include a statement of identifiable patient problems and needs, reasonable and measurable patient goals, and a notation of the specific services to be provided and actions to be taken. The Contractor shall maintain an individual Plan of Care folder for each veteran serviced. This folder shall contain the individualized plan of service, documentation of patient education, and/or safety hazards, invoices, signed statement of the patient's understanding of instructions provided, Certification of Delivery form and other pertinent documents. c. Site Visits The contractor will permit unannounced on-site visits by VA Personnel and JOINT COMMISSION surveyors accompanied by VA personnel to assess contracted services, i.e., adequacy, compliance with JOINT COMMISSION and contract requirements, record keeping, equipment maintenance, etc. d. Training to Contractor Personnel Contractor will train delivery personnel in the safe and proper operation of DME. In addition, they will be trained to instruct the patient, patient's spouse or care provider in the safe operation of the DME, and procedures to follow in the event of DME malfunction. On request, the Contractor will provide the COTR, current training/competency records of all personnel responsible for the delivery and set-up of DME to veteran patients. e. Equipment Inventory An inventory of all VA equipment in the storage facility will be forwarded to the COTR on a weekly basis for the duration of this contract. f. Contractor Contact Person The Contractor shall provide a contact person whom the Department of Veterans Affairs may contact during the period of this contract for prompt action on matters pertaining to the administration of this contract. Name: Title: Address: Phone: Fax: E-Mail: g. Key Administrative Contacts West Palm Beach VA Medical Center: (561) 422-5559 Administrative Contacts: Stacey Wallace, Asst Chief of Prosthetics COTR: Brian Corey COTR, Prosthetic & Sensory Aids Service, 561 422 6892 Email: Brian.Corey@va.gov
 

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(https://www.fbo.gov/spg/VA/WPBVAMC/VAMCCO80220/VA24811RP0191/listing.html)
 

Document(s)

Attachment
 

File Name: VA-248-11-RP-0191 VA-248-11-RP-0191_1.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=178437&FileName=VA-248-11-RP-0191-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=178437&FileName=VA-248-11-RP-0191-000.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02386943-W 20110226/110224234535-84512c6433b8eb2a9f39e3b62152270a (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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