SAMDaily.us | SRCSGT | 65 | The South TX VA HCS has a need for a DME IDIQ - Durable Medical Equipment Services Contract; Please see Performance Work Statement for types services needed.

SAMDAILY.US - ISSUE OF NOVEMBER 21, 2019 SAM #6566
SOURCES SOUGHT

65 -- The South TX VA HCS has a need for a DME IDIQ - Durable Medical Equipment Services Contract; Please see Performance Work Statement for types services needed.

Notice Date: 11/19/2019 12:32:48 PM
Notice Type: Sources Sought
NAICS: 621610 — Home Health Care Services
Contracting Office: 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
ZIP Code: 76006
Solicitation Number: 36C25720R0073
Response Due: 11/26/2019 8:59:59 PM
Archive Date: 12/26/2019
Point of Contact: Danja Jevon Holly97-708-0807danja.holly@va.gov
E-Mail Address: danja.holly@va.gov
(danja.holly@va.gov)
Awardee: null
Description: Page 1 of 18Page 20 of 20Page 1 of 18THIS IS A SOURCES SOUGHT NOTICE. (A Sources Sought is defined as not an actual bid or proposal solicitation; instead, it's a solicitation of interest. Think of a Sources Sought as market research being conducted by a government agency to determine what the capabilities and interests of the marketplace are).This is not a request for actual bid or proposal solicitation.� A solicitation will not be issued at this time.� The Department of Veterans Affairs, Audie L. Murphy Medical Center, San Antonio, TX has a requirement for Durable Medical Equipment (DME) Services for the STVHCS. The applicable NAICS code under this contract will be solicited under: 621610, Home Healthcare Services.�The resulting contract will be a firm fixed price order.�� This notice is to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. �It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database.� Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively. Interested parties responding to this sources sought request shall submit the following information at a minimum:(1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of performance of residential renovation projects (including references); (3) intentions of subcontracting program to include set-asides; (4) proof of registration in the VA Vet Biz or SBA websites or intention of registration prior to submission of offers to a solicitation; (5) documentation on company s bonding capacity and limitations; and (6) any other pertinent company documentation.� The response date to this Sources Sought notice is Tuesday November 26, 2019 at 4:30 pm EST.�This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate. The Government will not pay any costs for responses submitted.��Electronic submissions are acceptable via Danja.holly@va.gov. NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN. ALL FIRMS ARE INSTRUCTED NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION.STORAGE, DELIVER, SETUP/INSTALLATION, AND TRAINING OF DME EQUIPMENTPERFORMANCE WORK STATEMENTPRICING TABLEZONEEST.LOCATIONQUANTITYRATETOTALZONE A828ZONE B165ZONE C76ZONE D133TOTAL$ GENERAL INFORMATIONContract is for the period of 12 months after Date of Award plus four (4) one (1) year option(s) for the Audie L. Murphy Medical Center, San Antonio, TX as defined in the Scope of Work (SOW). For each project, the Contracting Officer will issue a task order to the Contractor. All task orders are subject to the terms and conditions of this contract. Orders may be issued by electronic commerce method/email. The facility will provide the Contractor with a Statement of Work (SOW) for each proposed move project. The Contractor will provide quotes within 1-2 business days. Contractor may request site visit prior to submitting quote. After the quote is received, the Contracting Officer will issue a Task Order (TO) including the project statement of work. Each task order will be issued with a specific purchase order number for billing. Title of Project: Durable Medical Equipment (DME) Services for the STVHCSScope of Work: The Department of Veterans Affairs, South Texas Veterans Health Care System (STVHCS) VISN 17 has an ongoing requirement for the receipt of equipment, assembly/installation delivery, pick up, recovery, cleaning, disinfecting, disposal, minor repairs, patient/caregiver verbal and written instructions, home safety and environmental assessments, and storage of Durable Medical Equipment (DME) to all beneficiaries services by the STVHCS and its associated outpatient clinics. Performance will require transport of durable medical equipment from/to the Contractor's location to/from the beneficiary's residence and the medical center s primary service areas (PSA) and other combination areas (CA). Combination areas are areas outside the medical center s PSA that are primarily serviced by other VA Medical Centers. The medical center may occasionally place orders for service in these combination zones that the contractor shall be required to complete. Service shall be accomplished within or in the immediate proximity of the primary service area of STXHCS. VA will purchase durable medical equipment and supplies from various sources and the equipment will be shipped to the Contractor for storage until it is delivered to the patient. Work performed under this contract will be solicited under North American Industry Classification System (NAICS) Code: 621610, Home Healthcare Services.DME Services involves the delivery, setup/installation, repair/maintenance etc. of all items of a therapeutic or rehabilitative nature, which are determined as medically necessary for home treatment of eligible veterans (e.g., hospital beds, over-bed tables, bathroom equipment, invalid lifts, hand cycles, stair glides, room air conditioners, standing tables, portable ramps, mobility (walking) aids, environmental control units (ECUs), etc.) provided to all seven VA Medical Centers and/or outpatient clinics.The contract service areas will be separated into four (4) zones and are based on the one-way, straight-line radius distance from the nearest DME storage location to the home of the beneficiary veteran. ZONE A = 8 hours; ZONE B = 16 hours; ZONE C = 24 hours; ZONE D = 32 hours; PRIMARY SERVICE/DELIVERY AREAThe primary service area of the South Texas Veterans Health Care System (STVHCS) and for delivery terms of this contract include the following counties.ZONE A: BEXARZONE B:MEDINABANDERAWILSONGUADALUPEATASCOSACOMALKENDALLZONE C:UVALDEREALKERRGILLESPIEBLANCOHAYESCALDWELLGONZALESDE WITTKARNESZONE D:COLEMANFRIOKINNEYVAL VERDEEDWARDSSUTTONCROCKETTKIMBLEMASONLLANOBURNETWILLIAMSONTRAVISBASTROPFAYETTELA VACAMC CULLOCHBEELIVE OAKGOLIADVICTORIACALHOUNJACKSONNELLCORYELLSAN SABAMC MULLENMENARDSCHLEICHERTERRELLMATAGORDAWISECONCHORUNNELSWARDJACKSONDICKENSBRAZORIABRAZOCOKEHUNTHARDEMANThe total number of DME patients at each VA site is subject to change. GENERAL REQUIREMENTS The Contractor agrees to provide all services specified for any person determined eligible by the Under Secretary for Health, or designee, regardless of race, color, religion, sex, national origin or sexual orientation of the person for whom such services are ordered. The Contractor shall ensure all beneficiaries, caretakers and family members are treated with respect and dignity throughout service.Hours of operation: 8:00 a.m. until 5:00 p.m., Monday through Friday, except in cases of emergency or Federal Holidays. The Contractor shall visit the beneficiary's residence in the performance of this contract by appointment only, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, except in cases of emergency. The Contractor shall accept and receipt for equipment freight deliveries from all sources regardless of the size or weight of the shipment during business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding Federal Holidays.The Contractor shall accept fax orders and shall have a dedicated fax line independent of the regular telephone lines. The Contractor shall maintain a telecommunication system to include an answering machine or service in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact.In no case, shall the Contractor solicit business from beneficiaries or patients of the Department of Veterans Affairs. However, the Contractor shall contact patients for the sole purpose of establishing scheduling arrangements prior to the delivery or pick-up of items covered by this contract. Whenever a critical equipment need is observed by Contractor personnel and without bringing it to the attention of the patient or caregiver, that observation, via an incident report, shall be forwarded directly to the Chief, Prosthetics Service, who shall make the final determination regarding the need for the identified equipment.The Contractor shall render services when instructed after a task order has been created and verbally provided to the Contractor. The Contracting Officer s Representative (COR) will authorize the delivery of supplies or services of this contract through the use of the Prosthetic Authorization for Items or Services (VA Form 10-2421).The Contractor shall be responsible for implementing the physician's order communicated verbally or by written authorization by the Chief, Prosthetic Treatment Center or COR for equipment delivery, including set-up, home safety inspection, patient/caregiver instructions in use and maintenance of equipment and safety precautions.The Contractor shall comply with all laws of the State of Texas applicable to licensing and operation of their business and motor vehicles. All accidents, equipment malfunctions, injuries or deaths related to the delivery and use of HME shall be reported within 1 hour (orally) to the Chief Prosthetic Treatment Center or COR and a follow-up written incident report within 24 hours of the verbal report. All accidents, malfunctions, injuries, and deaths, related to the provision, delivery and use of HME, shall be reported in writing to the manufacturer of the equipment within 24 hours of incident. A copy of the report will be provided to the VA.Identification badges with company name, employee's name, and employee's photograph, shall be worn at all times by employees performing under this contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean, and professional manner and verbally identify themselves. He/she shall then ask permission to enter to the home. The Contractor's personnel servicing VA beneficiaries shall demonstrate at all times a high level of courtesy and consideration when providing services.In the event of equipment malfunctions, questions or concerns, patients/caregivers shall be instructed to contact the Prosthetic Treatment Center (PTC) at the STVHCS, Monday-Friday 8:00 am- 5:00 pm, phone: (210) 617-5300, Extension 14868 and the Contractor outside of PTC administrative hours, weekends, and holidays.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 and in demonstration and material covered shall be in written form to be left with the beneficiary/ care giver. The Contractor, as directed by COR, shall implement any new or revised education material. The VA will determine whether the Contractor shall use their forms or forms supplied by the VA.The Department of Veterans Affairs reserves the right to exercise the option years, subject to the availability of funds.DELIVERY REQUIREMENTSThe Contractor shall visit the beneficiary's residence by appointment only, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, except in cases of emergency. All pickup, deliveries and service calls shall be scheduled in advance by telephone. Precise arrival times are often difficult to predict so the Contractor should provide the patient/caregiver with a two-hour window stipulating either morning or afternoon arrival. In the event arrival is substantially delayed, the Contractor shall notify the patient/caregiver by telephone and the reschedule the visit at a later time or different day.If a scheduled event is delayed through no fault of the Contractor and delivery must be reschedule because of the beneficiary refusing acceptance or surrender of the equipment, the Contractor shall be entitled to two (2) delivery fees. Documentation shall be made as to the reason for the refusal on the invoice. The Contractor shall advise the beneficiary/caregiver to direct all questions/concerns relating to the equipment delivered/picked up to Prosthetic Services and other needs to his/her physician.Delivery of equipment Declined at Residence: If a patient declines delivery of any equipment the contract shall notify the COR while they are at the residence. VA Staff will discuss decline of delivery/equipment by phone with veteran/caregiver prior to vendor returning equipment to warehouse.The Contractor shall deliver new and/or used equipment/supplies as requested on each order. When available, recovered items, which have been readied for reissue under the terms of this contract, shall be delivered first. At no time shall the Contractor deliver other than what was requested without prior approval by the COR. Contractor shall notify the COR when he/she questions the serviceability of equipment by documenting the invoice for pickups as scrap and/or providing an estimate for repair of said item. VA officials retain the sole right to condemn equipment.In the event that a piece of unserviceable equipment is delivered, or the delivery is incomplete, (e.g., not all components are delivered) subsequent trips shall be made without additional cost to VA. If multiple trips are required because of Contractor actions, the specified timeframe for delivery shall be met.The Contractor shall perform a home safety assessment to ensure that the home environment is safe and appropriate for the use of the equipment. The Contractor shall check the adequacy of electrical outlet(s) to be used with HME in the patient's home. When it is determined that the electrical outlet(s) is not properly grounded but is otherwise adequate, the Contractor shall provide and install a three-prong adapter and the patient or caregiver shall be advised of the need to have the electrical system evaluated, repaired and/or upgraded by a qualified electrician. All instructions in regard to this matter shall be documented on the home equipment checklist. If the Contractor determines that the equipment cannot be installed and used safely without creating a potential safety hazard, the equipment shall not be left in the home or residence until the safety hazard has been resolved. The Contractor shall advise the patient/caregiver of the potential safety hazard and the need for the condition to be corrected before the equipment can be installed. The COR shall be notified of the situation at the time of delivery by telephone and annotated as to why the setup was incomplete. The home safety assessment will be provided for each patient/beneficiary serviced under this contract and is required at the time the invoice is presented for payment.TECHNICAL REQUIREMENTSJoint Commission Accreditation Prior to the award, the Contractor shall meet/exceed the standards of The Joint Commission (JC) and the Center for Medicare and Medicaid Services at the time of contract award and shall maintain the accreditation throughout the duration of the contract. The accreditation requirement is applicable to a home office as well as any remote or satellite location (s) servicing the STXHCS eligible beneficiaries. All work performed will ""meet or exceed"" the Home Medical Accreditation Standards set forth by the JC. Written documentation must be provided to support this requirement. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal in order to be fully aware of the supplies and the services required.The Contractor shall provide all labor, parts, equipment, transportation, fuel, and supervision necessary to provide storage, delivery set up, repairs, in-house instruction, and/or pick-up of durable medical equipment for VA beneficiaries of the VAMC/VHCS, in accordance with (IAW) the terms, conditions, special provisions and schedule contained herein. The Contractor shall provide documentation that they have been in the durable medical equipment business for a minimum of at least three (3) years and shall have had a physical location which houses the service office, warehouse, dispatch of vehicles and other functions related to the performance of services.EQUIPMENT & SUPPLIESVA-Owned equipment includes, but not limited to, the following list of routine durable medical equipment. VA-owned equipment may be delivered directly to the contractor s warehouse by the Government or Government supply sources to include private industry suppliers. The Contractor shall pick up VA-Owned equipment at VA facilities located in either of the zone service areas as directed by the COR. Routine DME equipment shall include but not be limited to the following:a.Electric hospital beds, mattress, railsb.Bariatric beds, mattress, railsc.Bathroom safety equipment (does notinclude grab bars)d.Bedside Commodese.Replacement mattress systemsf.Standing Framesg.Exercise Bikesh.Electric hospital bedsi.Bariatric bedsj.Grab Bars (Showers, Baths, Toilets, etc.)k.Standing FramesWhen available, recovered items, which have been readied for reissue, under the terms of this contract, shall be delivered as soon as possible.SPECIFIC TASKSService trips shall be charged as one trip regardless of the number of Contractor personnel needed to complete the delivery within a zone.When more than one contract service (pick-up/delivery) is required for the same beneficiary, in the same zone, the Contractor shall combine and schedule trips, to include the multiple services, so that the cost to the VA shall be determined as a single trip.DELIVERY ZONES: Zones are based counties identified in item 1.4, one-way trip from the DME storage location to the home of the beneficiary veteran. Service trips will be based on the appropriate zone charge and type of service: Routine or Emergency (STAT). Service trips will be billed at the price quoted in Schedule of the contract. When more than one delivery or pickup is made on the same trip to different destinations, the appropriate delivery charge for each destination s zone location will be charged. If more than one item is delivered to a prescribed destination on the same trip, only one zone charge will be made.The Contractor shall not be compensated by mileage for any services.A service trip to or from points A and B may include delivery, pick up, repair and/or Set-up of DME and accessories and other service(s) described in this Statement of Work.There shall be no charge for pickup/delivery to the local VAMC/VHCS.The Government shall not reimburse the Contractor and the Contractor shall not bill for any return trips within three work days after a previous provision of DME service requiring a follow-up service such as repair/ replacement. The Government shall not reimburse the Contractor and the Contractor shall not bill for any return trips within three work days after delivery of the DME to re-educate the patient on the proper usage, operation and function of DME and accessories.DELIVERY/SERVICE TIME: The Contractor shall have vehicle(s) used in the performance this contract clearly marked with company identification. The vehicle shall be of a closed-shell style vehicle similar to a panel truck or van. The vehicle(s) shall have an effective means for securing and segregating, and covering the clean and dirty equipment to prevent any potential for cross contamination. The Contractor shall keep maintenance records and cleaning records on all delivery trucks and have the records available for inspection. Routine Delivery/Pickup/Services Tasks: The Chief, Prosthetic Service or Prosthetics Services personnel shall initiate an oral, faxed, electronically or mailed orders for the delivery/pickup of VA-owned equipment. Routine orders will be placed in writing or by telephone by Prosthetics Service personnel. Any task order placed telephonically shall be followed up in writing, by fax or email by Prosthetics Service personnel by the end of the following business day. The Contractor shall make delivery/pickup of equipment in accordance with the following schedule based upon 8:00 a.m. - 5:00 p.m. business day:Zone Awithin 8 hours (1 business day) after notification by VAZone Bwithin 16 hours (2 business days) after notification by VAZone Cwithin 24 hours (3 business days) after notification by VAZone Dwithin 32 hours (4 business days) after notification by VADrop shipments are not authorized. All services deliveries must fully deliver and setup the DME equipment for the beneficiary. Setup includes educating the beneficiary of the proper use of the DME equipment.Emergency Delivery Service: Contractor must provide a 24-hour emergency service telephone number. Emergency orders will be placed in writing or by telephone by Prosthetics Service personnel. Any task order placed telephonically shall be followed up in writing, by fax or email by Prosthetics Service personnel by the end of the following business day. The Contractor shall make delivery of equipment, supplies or services specified herein as emergency requirements in accordance with the following schedule: Zone Awithin 4 business hours after notification by VAZone Bwithin 12 business hours after notification by VAZone Cwithin 12 business hours after notification by VAZone Dwithin 12 business hours after notification by VAEQUIPMENT STORAGEServices shall be performed from a warehouse facility having Joint Commission accreditation, or equal. The facility will be inspected and approved by the Chief Prosthetic Treatment Center or COR.Storage Facility (DME): The storage area shall be separate and apart from all other Contractor-owned equipment and supplies. The storage area shall be insured against loss or damage to contents. The Contractor will insure that the storage facility is a clean, secured, pest/rodent free, well ventilated to protect equipment from deterioration caused from exposure to dust, moisture, humidity and temperature extremes. A contained area to accommodate the storage of miscellaneous Government Owned supplies and equipment covered under this contract for the seven locations/six zones herein. Contractor shall provide a minimum of 5,000 square feet of storage space in one or more locations to support the requirements specified within the Performance Work Statement. The location(s) of the storage space(s) must reside within the service area of STVHCS. It must be adequately equipped with shelves, bins, etc.; to properly accommodate the items being stored. Boxes, cartons, etc., shall not be stored on the floor but on raised pallets, platforms, shelves, etc. The storage area must conform to all applicable State, Local and National Fire Protection Association (NFPA) codes. Contractor shall be equipped to receive deliveries of DME to their storage location during normal business hours via regular trucking companies. In addition, the storage area shall meet all State requirements for insurance. VA shall not pay any additional charge for storage of VA equipment. The Contractor shall have sufficient and appropriate staff on-site to handle/maneuver/off-load inventory deliveries or storage at the Contractor location without delay. No extra charges to the VA are allowed for any special types of equipment that the Contractor may need to store/maneuver/off-load equipment at the Contractor location.Contractor-provided VA storage area for DME devices shall be separate from other areas of storage being used by the Contractor and clearly tagged (marked) as VA section. Each VAMC/VHCS location shall be cleared marked with the VA station number. The Contractor shall clearly label and separate new and used VA equipment by each facility. Each piece of equipment shall be tagged with the make, model, serial number, date received, last name and last four of previous user and covered with plastic for protection. All equipment, parts and supplies shall be arranged in such a manner as to afford immediate inspection of all appliances and supplies for inventory reconciliation. The contractor shall, at no time, intermingle or use VA durable medical equipment and supplies with equipment or supplies from non-VA activities.VA storage space shall be divided into four areas with the following designations: 6.4.1.1. Pending Assessment. 6.4.1.2. Pending Repair. 6.4.1.3. Ready for Issue. 6.4.1.4 Scrap.Equipment CLEANING/DISINFECTINGThe Contractor shall sanitize all DME with an appropriate disinfectant solution that meets Joint Commission, CMS and/or manufacturer disinfectant standards for durable medical equipment. Cleaning is preliminary to disinfecting. The manual process usually involves surface cleaning to remove gross soil from the object and reduce the number of microorganisms for the object to a level, which is considered safe for human use. The Contractor shall disinfect/sanitize according to the following:Joint Commission Infection Control (IC) Standards. Manufacturers established guidelines. Company s policies and procedures in line with manufacturers guidelines and the Department of Veteran s Affairs on reusable medical equipment. Incorporated US Title 29 Code of Federal Regulations (CFR), Part 1910 (Dated July 1, 1998). Title 29 CFR, Part 1910 may be viewed at the internet web-site: http://www.access.gpo.gov/nara/cfr/cfr-table-serach.htmlThe Contractor shall ensure that returned DME shall be cleaned, sanitized and dried to prevent corrosion/rusting before reissue utilizing sound infection control techniques. Clean plastic sheeting should cover all clean equipment. The Contractor shall comply with the appropriate provisions of the VHA Directives on RME (Reusable Medical Equipment). The Contractor shall provide a designated Dirty Area for holding recovered equipment pending cleaning, sanitizing, disinfecting, servicing, refurbishing, etc. Clean and dirty areas shall be identified, clearly marked and separated using a JC approved divider and protective covering. Items that have been cleaned, refurbished and repaired should be identified as such and stored separately from those recently recovered awaiting necessary cleaning, etc. Prior to being placed in the clean equipment storage area, all recovered equipment shall be cleaned/disinfected using an appropriate cleaning solution according to manufacturer s instructions; checked for proper operation, safety, serviceability; and covered with plastic (unless it is stored in a closed box) for protection. The Contractor shall store all home care equipment supplied by the VAMC/VHCS if equipment is usable and of value to the VA during the contract period. The COR makes the determination regarding an item s usefulness. NOTE: Any equipment disposed of, e.g. any equipment deemed worn or beyond repair, shall be listed, serialized and documented to the COR. This list shall be approved by the COR before disposal in accordance with VA equipment excessing policy. There shall be no additional charge for the delivery of excessed/condemned device/equipment/supplies to the VA. The Contractor shall clean all recovered, reusable equipment by steam or other approved methods to include washing with detergent, disinfectant solution or hospital-grade disinfectant capable of killing Human Immunodeficiency Virus or Hepatitis B Virus.Before being placed in the Ready for Issue clean equipment storage area, all recovered equipment shall be cleaned utilizing approved methods as required by this contract, checked for proper operation, function, safety and serviceability and protectively wrapped in plastic. This action must be taken within three (3) business days of pickup from beneficiary's residence.MAINTENANCE, REFURBISHING, REPAIR SERVICES The maintenance, refurbishing and repair service for DME shall be performed IAW the manufacturer s instructions by personnel who are qualified to service the specific equipment. If an item in VA stock (Contractor's warehouse) is found to need repair before being issued to a veteran, the Contractor shall perform minor repairs (e.g., tighten screws on equipment, check for loose wiring on electric beds) at no additional cost to VA. Unserviceable serviceable items shall be stored in the scrap area to be surveyed by the Government. All non-disposable DME (beds, etc.) deemed no longer serviceable shall be returned to the STVHCS for proper disposition through the Logistics Service at no additional cost to the VA. The COR shall make the final determination regarding disposition of non-disposable DME. If, at any time, the number of units to be surveyed becomes excessive, the Contractor may request a site visit in addition to routinely scheduled visits. A stock of usable parts, including but not limited to, pendant controls, motors, headboards, footboards for hospital beds will be kept in the Ready for Issuance space in order to facilitate minor repairs in the home. The replacements parts will be provided by the VA to be stored at the Contractor's DME warehouse.The VA will direct Contractor to repair hospital beds in the home of patients. The Contractor shall be entitled to bill for the appropriate zone trip rate. No other fee will be authorized. The Contractor shall pursue the repair and refurbishing of Government-owned equipment to ensure that the equipment and/or accessories are placed in working condition IAW the manufacturer's instructions or recommendations by appropriately trained, qualified personnel.The Contractor shall be responsible for refurbishing select DME equipment such as Power Wheelchairs, Patient Lifts, and Overhead Tables as requested by the COR or designee. Personal type bathroom equipment, (e.g., commode chairs, raised toilet seats, bath seats, etc.) hospital beds and standard mattresses shall not be refurbished.The Contractor shall perform minor spot painting of small areas of chipped paint or rust spots on recovered items to be placed in storage. Any rust spot shall be wire brushed prior to spot painting. This service shall be provided at no additional cost to VA.Non-serviceable items such as damaged mattresses, single-use disposable supplies, foam rubber cushions and pads, soft goods, bathroom safety items and items of similar in nature, shall not be stored in the Scrap storage area and shall be disposed of by the Contractor without additional cost to VA. The Contractor shall comply with all federal, state and local laws and regulations governing the disposal of such items.The Contractor is granted the first right of refusal for the repair of DME. Before any repairs are made, the Contractor agrees to submit an estimate of charges so that an order can be issued by the COR or designee if approved. Note: the VAMC/VHCS retains the right to review and determine if the price offered is disadvantageous to the VA and may pursue repairs elsewhere. The Contractor shall be responsible for loss or damage to equipment during delivery, assembly, disassembly, pick up and storage.The Contractor shall be responsible for obtaining all necessary permits and certifications by equipment manufacturers that might be required to perform services under this contract. The Contractor shall take reasonable, necessary precautions to protect persons and property from injury or damage during the performance of this contract.The VA reserves the right to furnish replacement parts or obtain services to repair or refurbish any item from an independent source if, in the opinion of the Chief, Prosthetic Treatment Center or designee, the cost for such services is deemed to be excessive and the matter cannot be mutually resolved. The Contractor shall not be penalized if the VA fails to provide parts in a timely manner.RETURNED EQUIPMENT Returned equipment shall be inspected and placed in operating condition for reissue according to manufacturer s instruction. All equipment shall be checked to ensure that it functions correctly prior to reissue and then covered with a clean dust cover during storage. Contractor shall furnish all labor to restore beneficiary items to original condition using Government or Contractor provided parts. Contractor shall provide a repair estimate to the COR or designees for approval prior to performance. Contractor shall obtain authorization prior to performing repairs to appliances. Authorization may be obtained in the form of verbal communication with written authorization to follow. The manner in which the repair is authorized is at the discretion of the COR s depending upon the circumstances and the nature of the repair. Equipment that requires repair shall not to be kept with the clean and stored equipment or supplies.Minor repairs or adjustment should be accomplished at the veteran's residence, whenever possible. Minor repairs or adjustments constitute repairs that can be performed ""on-the spot"" (such as adjusting side rails, replacing casters, replacing modular motors, etc.). Emergent repairs may be conducted during Prosthetic Service non-business hours at the discretion of the contractor; however, emergent repairs shall only be performed to the extent of placing the appliance back into serviceable condition. Extensive repairs shall be suspended until normal business hours. Normal business hours for the Prosthetic and Sensory Aids Service are Monday through Friday, 8:00 am to 4:30 pm, except holidays. The Contractor shall use VA parts when available. If the Contractor furnishes parts, he/she shall indicate the following:10.3.1. Cost of the parts used in the repair10.3.2. Part numbers of the parts used (if applicable)10.3.3. Cost of labor10.3.4. Total cost of parts usedIn most cases, the VA shall be responsible for notifying the Contractor of the need for repair services. In the event the patient contacts the Contractor directly, the Contractor shall not make repairs without prior approval of the VA. The Contractor shall perform repairs at the residence of the veteran, however if there is a need to return the item to the Contractor s facility, a temporary replacement item shall be provided to the veteran, if requested and approved by the COR or designee, at no additional cost to the Government. The Contractor shall provide a quote for repair work to be performed on equipment picked-up for storage at the Contractor s facility that is in need of repair. The Contractor shall take no further action until the VA issues a task order to do the repair work at the estimated cost. Equipment shall be repaired within 48 hours, unless delayed due to lack of parts. Any delay must be immediately communicated to the VA COR or designee. NOTE: Repairs performed by the Contractor without prior approval of the VA shall be at no additional cost to the VA.Repairs performed under warranty shall be performed by the manufacturer or its authorized representative. Accordingly, these repairs are not required to be performed by the Contractor unless they are authorized as a manufacturer s representative to perform the repairs.PICK UP OF VA EQUIPMENTThe Contractor shall pick up VA equipment at the home of the beneficiary at the request of the VA. Upon the return of the equipment, the Contractor shall clean, sanitize and disinfect the equipment and repackage the item for storage.In the event the equipment picked up is not serviceable the COR shall be contacted for disposition instructions.INVENTORY12.1. The Contractor shall maintain a perpetual inventory record of all equipment, distinguished by new and recovered, held in storage under the terms of this contract. The inventory record shall contain complete identifying data (e.g. manufacturer, serial number, model number). The inventory record shall list equipment located in each of the storage areas (pending assessment, pending repair, ready for issue and scrap). All items listed on the inventory as ready for issue are expected to be immediately available for issuance.12.2. The Contractor shall have an inventory management system in place which will accurately account for government owned equipment.12.3. A weekly inventory shall be provided to the Chief, Prosthetic Treatment Center or designee by the close of business on Mondays of each week.12.4. Equipment will be shipped to the Contractor's storage area. The Contractor is shall uncrate, assemble, clean and ready for issue this equipment at no additional cost to VA.CONTRACT ADMINISTRATION13.1. The Contracting Officer has authority to enter into, administer, or terminate contracts and make related determinations and findings. The Contracting Officer designates and authorizes, in writing and in accordance with agency procedures, a COR on all contracts and orders, unless the Contracting Officer retains and executes the COR duties. The Contracting Officer will designate the COR and delegate COR duties in accordance with Federal Acquisition Regulations. The COR has no authority to make any commitments or changes that affect price, quality, quantity, delivery, or other terms and conditions of the contract nor in any way direct the Contractor to operate in conflict with the contract terms and conditions.13.2. The Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and e-mail system with PKI Encryption (preferred method) in order to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with e-mail access shall be kept secure and out of the public view to maintain the safety and security of our Veterans Patients confidential medical information.13.3. Payment Processing: Payments for Task Orders shall be by Government Purchase Card and/or 2237. The contractor shall accept fax copies of task orders and have a secure fax line to secure that patient identifiable information (PII) or Patient Health Information (PHI). The contractor shall have Class II Visa software to be compatible with VA billing requirements. The contractor s invoices for delivery/repair/maintenance shall be on letter head and indicate:The contract number and purchase/task order number.Veteran s last name and first initial and last four digits of social security number.Requested and Completion date of service.Name of item and manufacturer.Work accomplished (i.e. delivered, repaired, picked up, new, refurbished, etc.).Model and serial number of equipment.Total cost of service charge (itemized if necessary).A copy of the Certification of Delivery form.VA official authorizing repair.Equipment Delivery and Safety Check Confirmation document.Signed statement of receipt/acceptance for Signed copy of receipt for ""Patient's Rights and Responsibilities understanding by the Veteran.Home safety assessment inspection checklist, signed by patient/caretaker.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.13.4. Primary Administrative Contacts: A list of primary administrative contacts with phone numbers/email addresses for each VA facility shall be provided within five business days after contract award. There shall be a primary person and a back-up person from each facility. 13.5. Subcontracting (DME): The Contractor shall not subcontract services.DOCUMENTATION:14.1. Prior to first day of contract performance and thereafter prior to any new employee beginning work, the Contractor shall provide the VA with 6-part personnel files on all employees performing services under this contract to include: 1) job description, 2) licensure/certifications, 3) education, 4) employee orientation, 5) initial competency assessment, 6) and annual competency assessment. All updates to employee records shall be provided to the VA within seven (7) business days of occurrence.14.2. The Contractor shall provide written document to the COR for inclusion in the personnel files showing that personnel providing services to veterans or having access to any veteran information have had a criminal background check and have had health screening prior to performing services to veterans.REPORTS 15.1. Weekly Reports15.1.1 Contractor shall provide to the VAMC COR or designee and VA Prosthetics Representative by close of business on Monday of each week, a weekly inventory report to include but not limited to, itemized list of all new DME deliveries/starts, repairs and pick-ups to include the DME item, whether the item is new or used its condition, date received, serial number, station number, PO number associated with the VA inventory order, last name and last four of previous Veteran issued to, VA bar-coding number if tagged, designated progress notes by the provider and any further comments by the Contractor. 15.2. Monthly Patient Satisfaction Survey Report15.2.1 Monthly, a performance improvement review by the Contractor shall be performed to check: Patient satisfaction of the timeliness of services; Patient satisfaction with instructions provided by the vendor/delivery staff; Condition of equipment upon delivery; Satisfaction with installation as provided in compliance with VA requests for DME services; and shall be reported in writing to the VA COR or designee. The documents used for the review and signed by the Veteran shall be included in this report. This includes a minimum of 10% DME records for each vendor location (if less than 10 set-ups/deliveries/repairs in the quarter, then the total performed would be reviewed.15.3. Quarterly Service Summary Report15.3.1. JC STANDARDS: The Contractor shall provide the Chief, Prosthetic Treatment Center or designee, a written, quarterly report on January 10th, April 10th, July10th, and September 10th that meets all JC Standards. Contractor shall provide to the COR a Quarterly Summary Report of services performed by Contract Line Item Numbers (CLIN). The Quarterly Summary Report shall include period of report, date and signature of person assembling the report. The body of the report shall be a summary of all transactions by Contract Line Items Numbers (e.g. 0001, 0002, 0003, etc.) to include number of transactions per month per CLIN and totaled per quarter; Total price per month per and totaled per quarter. The total quarterly price shall be indicated at the bottom of the page. 15.3.2. Bi-annual report of the vehicles (to be due in the month of June): Vehicle reports for vehicles used by all the Contractor s locations shall be submitted to the Facility COR or designees, to include whether the vehicles are new/old, year of vehicle, current/previous owners, mileage, make and model, type of vehicle (car/minivan/van/truck), repair record to include oil changes/tire changes, and to ensure they meet all federal, state and local regulations. If a citation has been received by any location on its vehicles, it should be reported as part of the bi-annual report and the VISN COR or designees should be notified within 2 business days of the citation. At all times, the Contractor is to have sufficient capacity of vehicles to handle all forms of equipment delivery. Delivery/pick-up delays are not to be encountered due to Contractor vehicle maintenance or breakdown of any kind.15.3.3. Log of Service Calls. Contractor shall maintain a log that tracks transactions made by the Contractor with the VAMC/VHCS. A transaction is defined as any encounter that is billable under the CLINS above, with required information of dates and times of performance, location of performance and Contractor employee performing the service. 15.3.4. Log of Issues/Complaint Log. Contractor shall maintain a log that tracks all patient and VA staff issues or concerns for all northern, central and southern area facilities, as applicable, and provide a timely, appropriate response within 3 business days of receipt of the complaint. The log shall be sent back to the COR or designee NLT 5 business days via PKI encryption and include the patient s name and SSN, date of complaint, statement of the actual compliant, the action/resolution taken, statement of whether the complaint was valid or not, and what is being done to prevent a reoccurrence in the future. 15.4. Other Reports 15.4.1. Monthly Quality Improvement Meeting (DME). The Contractor shall meet with the VAMC on a monthly basis to review performance and quality service to VA Patients. The COR or designee shall work in conjunction with the Contractor to complete the Quality Improvement Surveillance Plan as outlined in section IV. Coordination of meeting shall be determined by the COR or designee in consultation with the Contractor. 15.4.2. Performance Improvement Review. On a quarterly basis, a performance improvement review by the Contractor shall be performed to check on the prescription accuracy and compliance with VA requests for DME services for VA patients by vendor staff and patient satisfaction based on timeliness, shall be reported to the VA COR or designee. This includes a minimum of 10% of the DME records for each vendor location (if less than 10 set-ups/deliveries/repairs in the quarter, then the total performed would be reviewed. The VA is responsible for validation through unannounced site visits, review of records or calls to the patients. 15.4.3. Measurement of StandardsPerformance ObjectiveFrequencyAcceptable Quality LevelMethod of Performance AssessmentTimeliness of deliveriesMonthlyPerformance criteria met in 98% or greater of casesPatient satisfaction/complaints, monthly review of invoices for accuracy, timeliness of equipment delivery.Adherence to Task Order InstructionsMonthlyPerformance criteria met in 98% or greater of casesPatient satisfaction/complaints, monthly review of invoices for accuracy.Adherence to Pick up RequirementsMonthlyPerformance criteria met in 98% or greater of casesPatient satisfaction/complaints, monthly review of invoices for accuracy, timeliness of equipment pickup.Repair Requests Handled ProperlyMonthlyPerformance criteria met in 98% or greater of casesPatient satisfaction/complaints, monthly review of invoices for accuracy.Plan of Care Properly DocumentedMonthlyPerformance criteria met in 98% or greater of casesPatient satisfaction/complaints. Monthly reportsQuality Assurance/Site InspectionsQuarterly or as determined by the COR or designeePerformance criteria met in 98% or greater of casesSite Inspection, record check, accuracy of required documentation submitted.ReportsMonthly or as determined by the COR or designeePerformance criteria met in 98% or greater of casesSite Inspection, record check, accuracy of required documentation submitted. 15.4.4. Emergent Patient Safety Reports. The Contractor shall provide the following emergent patient safety reports in writing, within three (3) business days of the action, throughout the contract period. 15.4.5. Sentinel Events - The Contractor is required to inform the Facility Prosthetics Chief and Facility COR or designee(s) within one business day of a sentinel event (as defined by The Joint Commission) that occurs during the performance of this contract that involves VAMC beneficiaries. 15.4.6. Refusal of service - All beneficiaries have the right of refusal of service. In the event a beneficiary refuses service or orders the equipment to be removed from the home, the Contractor shall comply with the beneficiary s wishes. However, in addition to a written report, the Contractor shall report the specifics of the refusal to the COR or designee by telephone within 1 hour. If the refusal occurs during a home visit, the Contractor s staff shall make an attempt to notify the COR or designee of the refusal during the home visit. 15.4.7. Abuse or Neglect - The Contractor shall report suspected incidents of abuse or neglect to the patient by family members or caregivers. Suspected incidents shall be reported immediately (within 24 hours during business hours) to the COR or designee, as well as to the local adult protective agency. The Contractor shall follow all state and local laws in reporting suspected incidents of abuse or neglect. 15.4.8. Recall The Contractor is required to notify the COR or designee immediately upon becoming aware of any manufacturer s product alert recall for any items used in the performance of the contract. Any items subject to such action shall be discontinued from use until otherwise authorized by the COR or designee. 15.4.9. Weather - Summary of events related to any weather events (hurricanes, tropical storms, snowstorms, etc.) are to be provided in writing, within three (3) business days of the action, throughout the contract period. 15.4.10. Other Incident Report - Contractor will report to the COR, by FAX, within two (2) business days to 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, or the inability to contact a patient within two (2) business day after an order has been placed with the Contractor, and any other incident meeting the Contractors written policy for incident reporting according to accreditation standards. Contractor is required to follow-up by telephone to COR to insure fax was received by the COR. All other incidents involving patients should be reported to the VA COR or designee in a timely manner, within 24 hours of the incident. SAFETY, MANAGEMENT, INFECTION CONTROL16.1. Patient/Veteran Safety: The Contractor shall have a program designed to educate appropriate staff and patients in safety measures in the home and to minimize hazards related to the care or service provided. Initial and ongoing written and verbal instructions shall be provided. Instructions 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.16.2. 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 COR or designee 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 COR or designee immediately.16.3. Employee Safety, Identification and Conduct: Steel-toes shoes shall be worn by all employees performing under this contract in accordance with Occupational Safety and Health Administration (OSHA) requirements. Identification badges with a photograph, employee s name, and company name shall be worn at all times by the employees performing under this Contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean and professional manner and verbally identify themselves. He/she shall then ask permission to enter the home. The Contractor s personnel servicing VA beneficiaries shall at all times demonstrate a high level of courtesy and consideration when providing services.16.4. Infection Control: Contractor shall take measures to prevent, identify, and control infections. Infection control procedures relate to the care or service provided and shall address, at a minimum, personal hygiene, transmission based on 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.16.5. All packaging and marking for infection control shall meet Joint Commission requirements, as well as storage methods and facilities. 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. Standards of Infection Control shall be maintained to include but not limited to:Separation of clean/dirty DMEBagging and Packing as appropriateDesignation and markings:Cleaning process areasStorage areasRepair areasTransportation vehicles16.6. 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. All Communicable diseases shall be reported to appropriate local and state agencies, and directly to the COR or designee and VA Infection Control Team.16.7. Health Test: The Contractor shall submit proof of the following with their offer. All testing shall be current within the past year.16.8. Tuberculosis Testing: All contractor personnel shall provide documentation of a Two-step Purified Protein Derivative (PPD) test performed within the past year and within ninety days of beginning at the VAMC. In case of a past positive PPD test, a negative chest radiograph report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.16.9. Hepatitis B Vaccine - The contractor shall provide training or a self-study training module to its personnel, provide Hepatitis B vaccination series at no cost its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel, maintain required records and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.16.10. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or the COR or designee may determine to be reasonably necessary to protect the lives and health of all persons affected by this contract. The Contracting Officer or COR or designee shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails 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.FACILITY POINT OF CONTACTVA Contact Person: ____Ernest Montano_________________Contractor Telephone Number(s) of Service Department: __210-617-5300 ext. 13201Information Systems Officer, Information ProtectionThe contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.�� Privacy OfficerThe contractor will have access to protected Patient Health Information (PHI) as they are delivering equipment to patients. They will not have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.�� All research data available for Contractor analyses is de-identified.Records Manager1.�� Records Manager:� a.�� Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.b.�� Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c.�� Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d.�� Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. e.�� Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f.�� The Government Agency owns the rights to all data/records produced as part of this contract. g.�� The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
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Place of Performance: Address: 7400 Merton Minter San Antonio TX 78229, USA; Zip Code: 78229; Country: USA
Record: SN05499063-F 20191121/191120094815 (samdaily.us)
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Loren Data's SAM Daily™

65 -- The South TX VA HCS has a need for a DME IDIQ - Durable Medical Equipment Services Contract; Please see Performance Work Statement for types services needed.