Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 09, 2014 FBO #4641
DOCUMENT

J -- Durable Medical Equipment (DME) Delivery, Installation, Repair, and Storage of Government-Owned Property (GOP). Fargo and Black Hills VA Health Care Systems - Attachment

Notice Date

8/7/2014
 

Notice Type

Attachment
 

NAICS

621610 — Home Health Care Services
 

Contracting Office

Department of Veterans Affairs;VA Black Hills HCS;Fort Meade Campus;113 Comanche Rd.;Fort Meade SD 57741
 

ZIP Code

57741
 

Solicitation Number

VA26314I4716
 

Response Due

8/15/2014
 

Archive Date

9/14/2014
 

Point of Contact

Angela Beck
 

E-Mail Address

.beck@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

THIS IS NOT A SOLICITATION ANNOUNCEMENT (REQUEST FOR BIDS, QUOTES, OR PROPOSALS). THIS IS A SOURCES SOUGHT ANNOUNCEMENT; THE PURPOSE OF THIS ANNOUNCEMENT IS FOR MARKET RESEARCH ONLY IN ORDER TO SEEK INFORMATION FROM QUALIFIED BUSINESS FIRMS. RESPONSES TO THIS ANNOUNCEMENT WILL BE USED BY THE GOVERNMENT TO MAKE APPROPRIATE ACQUISITION DECISIONS TO INCLUDE ASSISTANCE WITH IDENTIFYING SOCIO-ECONOMIC SET ASIDES IF FEASIBLE AND DETERMINING POSSIBLE PROCUREMENT PRICING STRUCTURES. A SUBSEQUENT SOLICITATION ANNOUNCEMENT MAY OR MAY NOT FOLLOW. RESPONSES TO THIS ANNOUNCEMENT WILL NOT BE CONSIDERED AS AN ADEQUATE RESPONSE TO ANY FUTURE ANNOUNCEMENT. The Department of Veterans Affairs, VA Fargo (ND) and VA Black Hills (SD), Healthcare Systems, are conducting a market survey for qualified firms capable of providing the required Durable Medical Equipment (DME) Delivery, Installation, Repair, Storage, and Retrieval Services as outlined in the STATEMENT OF WORK below. Interested parties should provide the following: Company Name, Company Address, Point of Contact (POC), POC phone number, POC email address, CAGE Code number, and capability statement for the services as stated in the STATEMENT OF WORK below. Responses to this notice should include three customer references to whom you have provided similar services, copies of applicable licensing, and the size of your business pursuant to the following questions: (1) Is your business large or small? (2) If small, does your firm qualify as a small, emerging business, or small disadvantaged business? (3) If disadvantaged, specify under which disadvantaged group, and if your firm is certified under Section 8(a) of the Small Business Act. (4) Is your firm a certified hubzone firm? (5) Is your firm a woman-owned or operated business? (6) Is your firm a certified, Service-Disabled Veteran Owned Small or Veteran-Owned Small Business? Those wishing to identify their capability to provide the requested service should respond to this announcement via email to Angela Beck at angela.beck@va.gov no later than August 15, 2014 4:00 PM Mountain Time. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. STATEMENT OF WORK DELIVERY OF DURABLE MEDICAL EQUIPMENT 1.OVERVIEW OF SERVICES: Contractor shall provide storage, delivery, installation, repair (when required) and pick-up of VA-owned durable medical equipment in strict accordance with the terms and conditions of this Statement of Work for beneficiaries of both the following: "Department of Veterans Affairs (VA) Health Care System (HCS) in Fargo, North Dakota "Department of Veterans Affairs (VA) Health Care System (HCS) in the Black Hills, South Dakota 2.GOVERNMENT-OWNED ITEMS: Contractor shall deliver or pick up recovered government-owned equipment, e.g. wheelchairs, power wheelchairs, scooters, hospital beds, trapezes, patient lifts, and wheelchair lifts, etc., in accordance with the terms, conditions, and specifications set forth herein. Deliveries and pickups to be made at such times and in such quantities as required and as specified by the VA Contracting Officer or his/her designee. Delivery and pick up charges will be in accordance with rates specified. 3.TIME FRAME FOR DELIVERY SERVICES: Contractor shall pick up or deliver an item or items within three working days from receipt of notification from the Program Manager, VA Prosthetics and Sensory Aids Service (PSAS), who is the Contracting Officer's Representative (COR) or his/her designee. Contractor shall pick up or deliver an item within 24 hours when an emergency service is specified by the PSAS staff or COR. If a situation arises where the delivery cannot be scheduled within three working days after notification, the initiator of the VA delivery order will be contacted immediately. (a)WORK HOURS: The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor shall be available as scheduled. The Contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off-duty hours as described below: The following terms have the following meaning: 1.Work Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m. 2.Non-Work Hours: Monday through Friday, 4:31 p.m. - 7:59 a.m., and all Saturdays and Sundays. 3.Federal Holidays: The holidays observed by the Federal Government are: New Year's Day January 1 Martin Luther King Jr. Birthday Third Monday in January Presidents DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4 Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November Christmas Day December 25 Or any other day specifically declared by the President of the United States of America to be a Federal Holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. 4.DELIVERY LOCATIONS: The following represents primary delivery locations for VA Fargo Health Care Systems and the Black Hills Health Care System; this list is not all-inclusive: Geographic Area for the Fargo VAHCS includes, but is not limited to: The following counties in North Dakota: Adams, Barnes, Benson, Billings, Bottineau, Bowman, Burke, Burleigh, Cass, Cavalier, Dickey, Divide, Dunn, Eddy, Emmons, Foster, Golden Valley, Grand Forks, Grant, Griggs, Hettinger, Kidder, LaMoure, Logan, McHenry, McIntosh, McKenzie, McLean, Mercer, Morton, Mountrail, Nelson, Oliver, Pembina, Pierce, Ramsey, Ransom, Renville, Richland, Rolette, Sargent, Sheridan, Sioux, Slope, Stark, Steele, Stutsman, Towner, Trail, Walsh, Ward, Wells, Williams. The following counties in Minnesota: Becker, Clay, Kittson, Mahnomen, Marshall, Norman, Pennington, Polk, Red Lake, Roseau, Wilkin. Geographic Area for the Black Hills VAHCS includes, but is not limited to: The following counties in South Dakota: Bennett, Butte, Corson, Custer, Dewey, Fall River, Gregory, Haakon, Harding, Hughes, Jackson, Jones, Lawrence, Lyman, Meade, Mellette, Pennington, Perkins, Shannon, Stanley, Todd, Tripp, and Ziebach. The following counties in Wyoming: Crook, Niobrara and Weston. The following counties in Nebraska: Banner, Box Butte, Cherry, Dawes, Garden, Morrill, Scottsbluff, Sheridan, and Sioux. 5.QUALIFICATIONS: Firms must be regularly established home and healthcare businesses who are financially responsible and have the necessary equipment, personnel, and facilities to furnish service in the volume specified for all requirements under this contract. Successful contractors shall meet all requirements of the State and City codes regarding operations of this type of service. Contractor must be Joint Commission accredited or be accredited by an equivalent national organization and provide documentation of meeting the Joint Commission standards. The contractor must maintain accreditation and meet all standards of accreditation throughout the entire contract period. Failure to maintain Joint Commission or an equivalent national organization accreditation and meet Joint Commission standards may be grounds for termination of this contract. The contractor will be asked to submit a completed Periodic Performance Review (documentation of meeting Joint Commission standards) annually--90 days prior to the end of the contract period. 6.EQUIPMENT, STORAGE AND INVENTORY CONTROLS: All equipment and supplies initially provided to the vendor will be jointly inventoried by the contractor and VA-designated official. The property will be immediately placed on the inventory listing by the contractor who must ensure an accurate inventory record is available and maintained at all times. The contractor will maintain a separate, detailed cumulative inventory of all items stored under the terms of this contract. Inventory listing will contain information as to the location, condition, disposition, manufacturer, model, serial number, and any modification(s) incorporated therein. It will also include documentation that the items have been serviced, functioned checked, cleaned, and stored in accordance with the terms of the contract, Joint Commission standards and manufacturer's recommendations. A copy of this inventory will be provided to the COR after close of business on the last workday of each month. All items listed on the inventory will be made immediately available for issue/reissue. The contractor will maintain a clean environment for storage and delivery of equipment and delivery vehicle(s). Equipment management will be compliant with established Joint Commission guidelines and standards. All government-owned property (GOP) will have a VA-provided identification label attached. The VA contracting officer or COR may conduct joint inventories at any time. The contractor will request disposition instructions for all items that can't be reissued. The Program Manager, VA Prosthetics & Sensory Aids Service or COR will inform the contractor in writing of the method to be used for disposing of items. For items that leave the contractor's possession for repairs or other authorized reasons, a receipt will be obtained by the contractor and kept available for proper record keeping. The contractor may be held financially liable for replacement cost for all property turned over to the contractor by the VA, or picked up from veteran beneficiaries upon request of the VA, when it can't be accounted for as a result of joint inventories. Replacement equipment that is lost due to contractor negligence will be purchased by the VA and the charged to the contractor. 7.DELIVERY/SET UP/ADJUSTMENTS AND INSTRUCTIONS OF GOP: VA medical equipment, which has been recovered from Veteran beneficiary, is to be reissued once returned to inventory as disinfected and fully functional. The contractor agrees to reissue these items first and to deliver, set up, adjust, and instruct in their care and use at the rate specified on this contract. If reissued equipment is not available, the VA Prosthetics staff will procure the item and the contractor will deliver, or set-up, if drop shipped to the patient's home. A receipt or notice of delivery showing contractor's name, telephone number, and address will be provided to the veteran/caregiver in the event service or repairs are required. The contractor shall provide to the Veteran and/or caregiver a delivery checklist, copy of the Patient Rights and Responsibilities, and patient education for each delivery and set-up. The Veteran or caregiver and the delivery person will verify successful completion of these functions by signature and date on the delivery checklist or invoice. A copy of this delivery checklist will be included with each invoice submitted for payment. 8.HOSPITAL BED MATTRESSES: In all cases where a hospital bed is to be issued or re-issued, a new standard mattress will be furnished. The contractor will dispose of all standard mattresses recovered from VA beneficiaries. Specialty mattresses will not be disposed of without the consent of the Program Manager, PSAS or COR. 9.PROOF OF DELIVERY: The contractor will be responsible for insuring that the Veteran/caregiver is home when delivery is scheduled. The government assumes no liability for additional trips required if no one is home when delivery is attempted. Contractor will be required to provide proof of delivery. Proof of delivery shall be receipt of delivery checklist, signed and dated by the veteran/caregiver and delivery person. 10.EQUIPMENT RECORDS: Records of deliveries, pick-ups, etc., to veteran beneficiaries will be maintained at the contractors' local office servicing this contract. Records will include, but are not limited to, signed and dated delivery checklist, copy of patient education, copy of VA delivery order, and a copy of submitted invoice. Invoice shall contain name and address of Contractor, invoice date, patient name, date when order was received, service provided to patient and at what address and date of service. A copy of the patient record shall be submitted to the COR within 5 business days of the service rendered. Upon termination of this contract, the original records will be given to the COR or designee within 30 days. 11. ROLES AND RESPONSIBILITIES: Role and/or ResponsibilityVA Medical Center or designeeContractor 1. Delivery ProcessVA Prosthetics staff will review order, verify need, initiate delivery order and contact contract vendor.Responsible for furnishing equipment and supplies as ordered to VA beneficiaries in a professional manner. 2. Patient EducationContract vendor will supply VA Prosthetics staff with copies of the educational materials provided to patients for review and concurrence. VA Prosthetics staff, in conjunction with the appropriate medical center staff, will work to overcome any identified barriers to learning.Responsible for providing comprehensive, easily understood, well documented patient education specific to the equipment delivered. Any barriers to learning will be brought to the attention of VA Prosthetics staff immediately upon identification. 3. Home AssessmentVA Prosthetics will respond to any concerns identified by the contractor regarding safety and appropriateness of the equipment to be set-up in the patient's home. If VA Prosthetics is aware of any known potential environmental issues, every attempt will be made to notify the contract vendor of these concerns. If deemed to be unsafe, will refer back to the appropriate medical center staff to discuss with patient.Responsible for evaluating the home environment to ensure that the equipment can be safely installed in the patient's home. Any concerns related to safety or appropriateness of the equipment will be immediately addressed with the Program Manager, PSAS or COR prior to setting up equipment. All hazards associated with trips and falls will be reported immediately. Any fall information verbalized by the patient will be included with the report.; negative report required. 4. Discharge PlanningVA Prosthetics staff will contact the contract vendor when an item needs to be picked up from a patient's home.The contract vendor will pick up the identified item. By the end of the billing period the contract vendor will send verification of the pick-up, including description of the item and the serial number when applicable. 12.STORAGE OF RECOVERED EQUIPMENT: Recovered equipment will be tagged as GOP, numbered for inventory purposes and will include the name of the beneficiary from whom such equipment was recovered. GOP shall be kept segregated from contractor-owned equipment. A current inventory of equipment will be kept at all times and will irregularly be inspected and verified by the program manager, PSAS or his/her designee. Such inspections will be conducted at the contractor's storage facility and copy of the current inventory will be furnished to the VA at that time. The contractor will be notified in advance should a veteran or caregiver wish to pick up GOP in person. There will be no charge for such a pick up. The contractor shall provide a clean, pest/rodent free, secure, climate controlled contained area, with approximately 7500 square feet of space, for the storage of Government-owned supplies and equipment covered under this contract. Storage area must conform to all applicable State, Local and National Fire Protection Association Codes. In addition, the storage area must meet all State requirements for insurance. 13.REPAIR OF RECOVERED EQUIPMENT: Contractor shall, when requested, repair recovered GOP. Contractor will submit a repair quotation for recovered equipment with five workdays of such a request from the COR or designee. The Contractor will be reimbursed for repairs based on the actual cost of parts and labor-both of which shall be listed on the repair quotation. Some parts may be provided to the contractor by the government at the government's discretion. All repair quotations will include "tag" or inventory number, serial number if applicable; the name of the beneficiary from whom such equipment was picked up and an itemized listing of needed repairs to include parts and labor. No repairs shall be done without prior authorization from the Program Manager, COR, or designee. If deemed economically feasible by the VA to repair such equipment, an authorization will be forwarded to the contractor. If deemed infeasible to repair, the contractor will be advised to list the equipment as "SCRAP" and to process it under the provisions of item 15. 14. "SCRAP" ITEMS: All items determined by the VA to be economically infeasible to repair or not usable for any reason will be recycled or disposed of, (whichever is appropriate) by the contractor only after approval by Program Manager or COR. 15.MILEAGE REIMBURSEMENT: No mileage reimbursement will be levied on deliveries within 50 miles of contract vendor location(s) noted under this contract. The contractor shall be reimbursed for mileage costs associated with pick-up and deliveries outside of a 50 mile radius of the identified vendor location(s) to the delivery location. The reimbursement will be based upon one-way mileage estimates provided by MAPQUEST at www.mapquest.com. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage Reimbursement found at www.gsa.gov. Payment for multiple deliveries performed on the same day in series will be for actual mileage but cannot exceed the total sum of the one-way mileage of each delivery. 16.INFECTION CONTROL PROCEDURES: For the safety of our beneficiaries and contractor personnel, universal precautions shall be taken with all recovered equipment and during deliveries/pick-ups. Recovered equipment placed in delivery vehicle(s) will be kept separate from clean equipment and will be bagged and sealed. Gloves are to be worn when handling recovered equipment. If not worn, the delivery person shall wash his/her hands before handling clean equipment. If hand-on contact with patients is anticipated during the delivery/pick up, gloves should be worn. If not worn, the delivery person shall wash his/her hands after such contact. Repair items will be cleaned and disinfected within the manufacturer's guidelines, and established Joint Commission standards, and stored separately from un-cleaned items. The tag denoting the items as GOP will be annotated as "cleaned". Staff members with a contagious disease will have no contact with beneficiaries or clean equipment. Exceptions would be employees with mild cold or similar condition. In such a case, gloves will be worn and contact will be limited. Contractor will disinfect equipment in disinfectant solution, LpH Phenolic Disinfectant, Concentrated Germicidal Detergent or equivalent, bag accordingly, and label as clean with date stamp and return to a non-contaminate storage area. All equipment and supplies removed from storage for delivery will be inspected for cleanliness prior to delivery. Contractor will have standard operating procedure on all equipment decontaminated following manufacturer's recommendations, Center of Disease Control and Joint Commission standards in infection control. 17.ADDITIONAL INFORMATION: The contractor shall immediately report to the Program Manager or COR all accidents, falls, equipment malfunctions, injuries, deaths, and equipment recalls related to delivery/ pick up of GOP. Contractor will provide documentation showing all personnel responsible for delivery; set up and recovery of durable medical equipment are trained in this area. This documentation will include name of individuals, date of training, verified by a manager of the company. Contractor will provide and document appropriate orientation programs and on-going competency reviews for all employees involved in the delivery, set up and recovery of GOP, e.g., safety and equipment management appropriate to the services provided, electrical equipment set up, infection control procedures, patient confidentiality, handling emergencies, etc. Delivery technicians must have a current driver's license and criminal background check. Contractor must have written procedures to deliver, recover, receive, clean and when appropriate, disinfection of reusable items. Such procedures must address separation of clean/unclean equipment in the storage and delivery of GOP. These policies must be maintained at each site where services under this contract are being provided. In addition, a copy of all policies regarding this contract will be provided to the Contracting Officer or designee prior to beginning services under this contract. All equipment must be labeled or tagged and dated to document such procedures. 18.END OF CONTRACT RESPONSIBILITY: Contractor agrees to provide all assistance necessary to coordinate the removal of government property from storage area at the conclusion of this contract. Removal of VA-owned items from the storage area shall be the responsibility of the succeeding contractor. 19.CONTRACTOR PHASE-IN REQUIREMENTS: Within 5 calendar days after the start-work date of the contract, the contractor, at no additional cost to the VA, shall be responsible for picking up existing inventory from the previous/incumbent contractor's storage. 20.WARRANTIES ON REPAIRS: The contractor shall warrant his repairs to the GOP for a period of at least ninety days. 21.ELECTRICAL REQUIREMENTS: If equipment being furnished requires electrical power and the Veteran's home does not have three pronged outlets, the contractor will provide and install the three pronged receptacle with ground wire to complete the installation. In the event electrical outlets appear unsafe to the contractor or his/her representative, will immediately notify the Program Manager, PSAS or designee prior to equipment being set-up. 22.ACCEPTANCE: The Program Manager or COR will be responsible for receipt, verification and acceptance of all services and equipment delivered under the terms of this contract. 23.FALLS PREVENTION PROGRAM: The contractor will provide documentation to the COR, within 5 days of an observed potential hazard(s) in the Veteran's home that could cause trips or falls. Contractor will question Veteran to determine if any falls have occurred, duration and frequency. Contactor will provide this data to the COR as required in #18. 24.PATIENT SATISFACTION PROGRAM: The contractor will develop and have approved by the Program Manager or COR a Satisfaction Survey. The survey will be issue specific, include comments area for complaints and other issues pertinent to the Veteran. Areas addressed but not limited to are: Survey questions will minimally include Veteran or caregiver satisfaction with contractor's coordination of delivery or pick-up of equipment, vendor provided education, patient safety concerns, cleanliness and condition of equipment, contractor's staff courtesy and overall satisfaction with the service. Contactor will compile satisfaction data and provide semi-annual reports to Program Manager or COR by the 10th day of the month following the reporting period. Satisfaction Survey will be sent to all deliveries or pick-ups for the prior reporting period. 25.SITE VISITS: Periodic, unscheduled, on-site contractor visits may be made by COR or designee to monitor the contractor's performance under this contract. The contractor agrees to make available all records and documentation necessary during the monitoring visits. 26.Contractor will abide by all HIPAA requirements and requirements pursuant to the Privacy Act (5USC 552a) as it applies to the contract. 27.Payment: Contractor must accept a government purchase card (VISA) as the form of payment and possess a Level II purchase card capability. 28.Quality Assurance Plan: The contractor shall develop and maintain a Quality Assurance Plan outlining processes and procedures in place to ensure strict adherence to this statement of work. 30.Annual, estimated quantities are listed below per Medical Center geographical area: ANNUAL - Estimated Quantities: Entire Service Area including Black Hills, SD Estimated Quantity Fee for delivery of durable medical equipment from the appropriate VA to the beneficiary's address. This fee shall include set-up, and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 50 mile radius of the closest VA Medical Facility. (approx. 29 trips per month). 350 trips Fee for pick up of durable medical equipment. This fee shall include inspection, and cleaning prior to storage at contractor's facility or in the appropriate VA facility as instructed by VA authorized personnel within a 50 mile radius of the closest VA Medical Facility. (approx. 4 trips per month)50 each The contractor shall provide an hourly fee rate to perform repairs when requested and approved by the Prosthetics & Sensory Aids service. The contractor shall charge and invoice for this labor as a separate item in accordance with the rate specified here under and in accordance with the instructions outlined under "repairs of recovered equipment" of the general requirements of this solicitation. $ /Hour250 hours The contractor shall provide a rate for mileage for deliveries and pickups made outside the 50 mile radius of each medical facility. The mileage shall be calculated using the distances provided by Mapquest at the following web-site: www.mapquest.com. The mileage charge will only be applicable one way. $ /Mile9500 miles ANNUAL - Estimated Quantities: Entire Service Area including Fargo, ND Estimated Quantity Fee for delivery of durable medical equipment from the appropriate VA to the beneficiary's address. This fee shall include set-up, and training on the care and usage of the equipment and any time needed to prepare the equipment for delivery within a 50 mile radius of the closest VA Medical Facility. (approx. 33 trips per month). 400 trips Fee for pick up of durable medical equipment. This fee shall include inspection, and cleaning prior to storage at contractor's facility or in the appropriate VA facility as instructed by VA authorized personnel within a 50 mile radius of the closest VA Medical Facility. (approx. 11 trips per month)130 each The contractor shall provide an hourly fee rate to perform repairs when requested and approved by the Prosthetics & Sensory Aids service. The contractor shall charge and invoice for this labor as a separate item in accordance with the rate specified here under and in accordance with the instructions outlined under "repairs of recovered equipment" of the general requirements of this solicitation. $ /Hour280 hours The contractor shall provide a rate for mileage for deliveries and pickups made outside the 50 mile radius of each medical facility. The mileage shall be calculated using the distances provided by Mapquest at the following web-site: www.mapquest.com. The mileage charge will only be applicable one way. $ /Mile15,000 miles
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VABHHCS568/VABHHCS568/VA26314I4716/listing.html)
 

Document(s)

Attachment
 

File Name: VA263-14-I-4716 VA263-14-I-4716.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1559133&FileName=VA263-14-I-4716-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1559133&FileName=VA263-14-I-4716-000.docx

 

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

Record

SN03455823-W 20140809/140807235724-a1e8f5246c541fb2b1f779edd458fd1f (fbodaily.com)
 

Source

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

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