Durable Medical Equipment (DME) Delivery, Installation, Education, Repair, and Storage of Government-Owned Property (GOP). Black Hills VA Health Care Systems, South Dakota
THIS IS NOT A SOLICITATION ANNOUNCEMENT (NOT A REQUEST FOR BIDS, QUOTES, OR PROPOSALS).
THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY; 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 Black Hills (South Dakota) Healthcare System are conducting a market survey for qualified firms capable of providing the required Durable Medical Equipment (DME) Delivery, Installation, Education, Repair, Storage, and Retrieval Services as outlined in the PERFORMANCE WORK STATEMENT (PWS) below.
Interested and QUALIFIED parties only should provide the following: Company Name, Company Address, Point of Contact (POC), POC phone number, POC email address, company CAGE Code number, company D&B number, and capability statement for the services as stated in the PWS 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 VetBiz VIP-certified, Service-Disabled VOSB or Veteran-Owned Small Business?
Those who choose to identify their qualifications and interest to provide the requested service should respond to this announcement via email to Angela Beck at angela.beck@va.gov no later than March 10, 2019 before 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 developing information provided to the Government.
PERFORMANCE WORK STATEMENT
GENERAL REQUIREMENTS:
Background
The Veterans Affairs - Black Hills Health Care System (VA-BHHCS) has a requirement to provide all necessary labor, facilities, pick-up and delivery services, set-up and disassembly, repairs, storage, inventory management of VA-Owned Durable Medical Equipment/Accessories (DME) for VA Fort Meade and Hot Springs Medical Center beneficiaries, in accordance with all terms, conditions, provisions, specifications, and schedule of this solicitation.
SCOPE OF WORK:B 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 VA.B 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.B 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.B The removal of Government-owned DME to storage, or its contemplated transfer, does not relieve the Contractor's responsibility.
Contractor Requirements:
Service Area:
Geographic area for the VA Black Hills Health Care System 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, Gardon, Morrill, Scottsbluff, Sheridan and Sioux.
Joint Commission Accreditation: 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 Accreditation or equivalent standard 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.
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.B 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.
HSS:B 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.B
HIPAA Compliance - Health Insurance Portability and Accountability Act of 1996: The successful Contractor shall be required to be in compliance with HIPAA requirements.
6. EQUIPMENT AND SUPPLIES:B
The VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up as needed.B 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.B B 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:B
-B B B B B B B B B bed, manual
-B B B B B B B B B bed, electric, adjustable
-B B B B B B B B B mattress, hospital type
-B B B B B B B B B trapeze assembly
-B B B B B B B B B over-bed tables
-B B B B B B B B B lift, transfer patient
-B B B B B B B B B bench, bath
-B B B B B B B B B chair, commode and shower
-B B B B B B B B B wheelchair, manual (not in veteran s possession)
-B B B B B B B B B wheelchair, power (not in veteran s possession)
-B B B B B B B B B scooters (not in veteran s possession)
-B B B B B B B B B pneumatic compression devices
Quantities shown in the Schedule of Items are estimated. The VA Medical Center makes no commitment concerning the minimum amount of delivery service, which will be required of the Contractor. The amount of services requested from the Contractor will be determined solely by the VA Medical Center.
DIRECT DELIVERY TO CONTRACTOR:
The VA will purchase DME and/or parts for repairs for drop-shipment directly to the DME Contractor for storage.B 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,B 5) place in storage area,B 6) immediately MAIL and FAX shipping documents along with purchase order information and acceptance certification to the COTR.B The Contractor may provide acceptance certification on the packing list/shipping document provided by the supplier.B All invoices, receiving documents, and acceptance certification shall be forwarded to the COTR within five (5) calendar days of receipt of DME/parts.B
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.B Only that quantity actually received shall be recorded in the official records.B
Upon receipt of DME by drop shipment the Contractor shall record DME information in the inventory control record.
Rates:
a. Rates are inclusive of vehicle(s), and the services of qualified driver(s). Also included is storage, set-up, sanitizing of equipment and any other services called for by this solicitation except repairs.
b. Payments for the Local area trips will be computed as follows:
(1) The basic rate for trips within the Local Area will apply plus;
(2) Mileage will be included in trips within the 50-mile radius of the initiating VA Medical facility.
(3) Payments for trips beyond the Local Area (>50 Miles) will be limited to "one way only".
(4) Google Maps will be used to measure miles, and;
(5) More than one delivery and set-up or pick-up of beneficiary items from a second veteran s residence, when such service is made during the performance of a service covered in the price schedule, mileage may only be claimed for the longest distance over which a single delivery is made plus the contractor may charge the basic charge for delivery and set-up at 1(a) rate plus mileage between the veterans residences. Contractor must ensure that the pick-ups and deliveries are scheduled so that the total distance traveled will result in the most economical charge to the Government;
(6) When delivery/pick-up is at the same residence, the Contractor will charge a single fee.
Storage Facility:
Contractor shall provide a clean, pest/rodent free, secure, contained area, with approximately 3000 square feet of space, for the storage of the miscellaneous Government-owned supplies and equipment covered under this contract. Storage area must conform to all applicable State, Local and National Fire Protection Association (NFPA) Codes. In addition, the storage area must meet all State requirements for insurance.
a.B Contractor shall provide 3000 square feet of contiguous space for the storage of VA owned equipment and/or supplies.B B B
b.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.B 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.B Oversized boxes or containers shall not be stored on the floor, but on raised pallets and/or platforms.B 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.B DME shall be stored in an orderly manner to allow for immediate access to any and all items and to its component parts. B
d.B 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.B 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.B 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.B
f.B 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.B 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.B 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.
Driver:
a. The prices in the Schedule of Items include the services of a qualified driver.
b. Employees of the contractor performing services for the Department of Veterans Affairs beneficiaries under this contract must have a current license from the South Dakota Department of Transportation.
c. The driver must be industry knowledgeable in the following elements:
(1) Set-up and operation of inventory equipment.
(2) Ability to give clear and concise instructions on maintenance and operation of equipment to Veteran beneficiaries and concerned persons.
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.B Personnel must submit to drug testing and back ground check.B B
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).B 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.B In accordance with HIPPA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with the VA.B
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.
DRIVERS NEED NOT BE QUALIFIED IN CARE/TREATMENT OF VETERAN ILLNESS
Vehicle(s):
Transportation will be in vehicles that are weather tight, clean, insured and can be securely locked. Vehicles will be locked when unattended.
Each offeror must submit with his/her bid a listing fully describing the vehicle(s), make, model, license number and year, motor number, DOT number and company ID number which he/she agrees to furnish under this proposal; include the location and telephone numbers of his/her establishment where calls are received and vehicle(s) are immediately available for dispatch. This documentation must contain information as to the metering devices or methods Bidder will use in determining mileage. The Contracting Officer, will be notified in writing of any equipment added after award to contract.
Offeror must furnish in the space provided below, all vehicle(s) to be used in performance of said contract, to include make, model, license number and year, motor number, DOT number and company ID number:
MAKE/MODEL LICENSE NO/YEAR MOTOR NUMBER DOT NUMBER COMPANY ID NUMBER
All vehicles used in the performance of services under the contract shall be clearly marked with company identification.B 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 South Dakota, as appropriate.
Orders:
Request for delivery service will be made by telephone by the Contracting Officer s Technical Representative (COTR) or COTR s designee.
Hours of Service:
a. 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, 7:30 a.m. to 4:00 p.m.
2. Non-Work Hours: Monday through Friday, 4:01 p.m. 7:29 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 Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11
Thanksgiving Day Fourth 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.
Offeror to list person to be contacted for expediting orders:
COMPANY:________________________________________________________
NAME:___________________________ TITLE:_________________________
ADDRESS:________________________________________________________
CITY:___________________________ STATE:__________ ZIP:__________
TELEPHONE NUMBER: ( )- (24 hour service)
b. ORDERS PLACED BY THE VA MEDICAL CENTER: Contractor shall pick up, repair, or deliver an item or items within three working days from receipt of notification from the Program Manager, Prosthetics and Sensory Aids Service (PSAS), Contracting Officers Technical Representative (COTR) or his/her designee. Contractor shall pick up or deliver an item within 24 hours when an emergency service is specified by the PSAS or COTR. If a situation arises where the delivery cannot be scheduled within three working days after notification, the initiator of the VA delivery order shall be contacted immediately.
Within 24 hours 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.
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.
c. The Contracting Officer or the Contracting Officer's Technical Representative (COTR) MUST be notified of any delivery not made within the times specified.
d. If the contractor fails to furnish delivery service within specified parameters after receiving a request for an order, the VA Medical Center reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there from. The VA Medical Center will be the sole judge in determining when to order service from another source.
e. Contractor will not subcontract services, except for ground transport (i.e., UPS or Fedex) service
for delivery of small items, with payment for said services using the actual invoice from
subcontractor.
INVENTORY/QUALITY CONTROL:
a. Upon commencement of this contract, an inventory will be conducted jointly by the Contracting Officer's Technical Representative (COTR) and the Contractor and signed by both parties. This inventory will include items, conditions thereof and the approximate total value. Contractor shall establish and maintain a system of control to protect and preserve all Government property. The Contractor must have established written procedures to deliver, recover, receive, clean and, when appropriate, sterilize reusable items. Such procedures must address the separation of clean and unclean equipment in the storage, delivery and recovery of DME items. All equipment must be labeled or tagged and dated to document such procedures. Attachment number four (4) reflects the type and average quantity of items in anticipated inventory.
b. A monthly inventory of equipment in storage will be submitted to the COTR on or before the 25th of each month. This inventory will include items, conditions thereof and the approximate total value.
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.B 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 item reaches a point that an emergency order for that item needs to be completed.B
The Contractor's inventory control record shall contain the following basic information for every item of Government-owned DME in the Contractor's possession:B
B B B B B B B B B B B DME Description
B B B B B B B B B B B Model Number
B B B B B B B B B B B Serial Number
B B B B B B B B B B B New or Used
B B B B B B B B B B B Location (clean storage, temporary storage or VA beneficiaries homes)B
The Contractor shall also maintain a cumulative log of DME issued during the contract period.B The log will contain the following information:
B B B B B B B B B B B Date issued
B B B B B B B B B B B VA beneficiary's initials and SSN
B B B B B B B B B B B Make, Model and Serial Numbers
c. Prior to disposing of non-repairable Government-owned inventory, the Contractor shall contact the COTR for concurrence. Contractor shall make disposition in accordance with instructions at that time at no additional cost to the Government.
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.B Resolution of discrepancies must be completed before the next inventory reporting period.
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.
EQUIPMENT 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.B 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
b.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.B 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.B 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.B Any rust spots shall be wire brushed prior to spot cleaning.
e. 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 hands-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.
f. Returned equipment shall be cleaned and thoroughly rinsed and dried to prevent corrosion/rusting before reissue in accordance with paragraph (d) above and with the general principles of equipment decontamination as follows:
(1) The single most important procedure for good infection control and prevention of cross-contamination is the removal of all visible soil and proper application of disinfectant.
(2) Hand-wash equipment starting at the top and working down. Use a brush to reach all crevices. Hand-wipe with damp cloth electrical cords, coil and secure with a binder. Wash casters and wheels last.
(3) Always rinse rag in disinfectant solution between use on pieces of equipment.
(4) Apply good aseptic technique when turning an object over to clean the other side. Wipe work surface with disinfectant solution before turning the item over to be cleaned. Apply enough solution to be damp but not saturated.
(5) All equipment and parts will be maintained in separate locations denoting "clean/ready-to-use" and "contaminated/awaiting proper cleansing procedures".
(6) If contaminated equipment is placed in the same vehicle, it must be separated from clean to avoid cross contamination (i.e., curtain in vehicle or wall).
g. Equipment returned will be inspected and placed in operating condition for reissue according to manufacturer's instructions. All equipment is checked to ensure that it functions correctly prior to reissue and then covered with a clean dust cover during storage.
It will be necessary for the Contractor to maintain a sufficient amount of repair and/or replacement parts on hand to assure prompt and expeditious repairs. Before any repairs are made, the Contractor agrees to submit an estimate (verbal or written) for charges to the COTR so that a separate order can be issued. The estimate must include the name and social security number of the last veteran to use the equipment and a reasonable price quote for the repairs. Offerors are to provide information regarding method of estimating cost of repair. For example, cost of repair will be cost of repair part plus labor charge.
All accidents, malfunctions, injuries, deaths and equipment recalls related to the provision, delivery and use of DME will be reported to the Contracting Officer or COTR. The Contractor will check the adequacy of the electrical outlets in the patient's home. If the outlets are not grounded, a 3-prong plug will be provided/installed by the Contractor. Unsafe electrical conditions will be immediately reported to the COTR. (Standard Operating Procedure Electrical Safety Inspection.)
h. Upon completion of delivery and set-up service, a manufacturer s instruction booklet will be furnished the client, and on recovery of the equipment the Contractor will retrieve all the information booklets and manufacturers notes from the client. The Contractor shall submit written proof of delivery to the COTR (See Attachments). The Contractor will provide instructions to the patient and/or caregiver on the safe and appropriate use of the medical equipment being supplied. Contractor will also include verbal discussion on the storage and handling of the involved equipment, required maintenance, electrical safety, etc.
i. In all cases when a bed is the item to be reissued, a new/used mattress will be provided by the VA Medical Center to the Contractor, or issued from the Contractor's stock. When a serviceable used mattress is provided by the Contractor, it will be sanitized in accordance with any government requirement for such items. The Contractor will provide mattress covers on delivery of hospital mattresses (covers to be furnished by the Contractor). Contractor on initial delivery of the mattress will provide the mattress cover. Should a replacement mattress cover be required VA will purchase from the contractor. The used mattress will also be checked for the following:
(1) Broken springs;
(2) Sagging springs; and
(3) Torn vinyl cover.
If any of the above are found to be present, the mattress will be discarded according to the COTR's direction. The cost for this service will be done by the Contractor at no extra charge to the Government.
Approval by the COTR is required before any permanent installation is made of any equipment to wall, ceilings, floors, etc. at the Veteran's premises. This service will be billed as a separate charge after issue of a separate order.
k. Maintenance will be done in accordance with manufacturer's instructions by qualified personnel. The Contractor will comply with universal precautions in the cleansing of recovered DME as required by VA in the recovery, delivery and storage process, i.e., Contractor will wash in detergent/disinfectant solution/hospital grade, label with tag indicating date of cleaning, return for storage in a non-contaminated storage area for future re-issuance.
l. Contractor will provide and document appropriate orientation programs for all employees involved in the delivery/recovery of DME, e.g., safety and equipment management appropriate to the service provided, electrical requirements, back-up system, equipment safety checks, troubleshooting, equipment set-up, infection control procedures, patient confidentiality, handling emergencies, etc.
m. The Contractor must have established written procedures to deliver, recover, receive, clean and when appropriate, sterilize reusable items. Such procedures must address the separation of clean and unclean equipment in the storage, delivery and recovery of DME items. All equipment must be labeled or tagged and dated to document such procedures.
n. Electrical Safety testing service:
(1) Electric safety test will be performed upon initial issue or repair of all electric equipment. The Contractor will document the electrical safety check on his/her invoice. A label documenting said inspection will be affixed to each electrical item stating date of inspection and inspector.
(2) Frequency of Repair - The electric safety test will be performed no more than annually unless it is associated with a repair.
STANDARD OPERATING PROCEDURE GENERAL MECHANICAL INSPECTION:
a. PURPOSE: To identify and define the procedure called GENERAL MECHANICAL INSPECTION. This procedure will define the various preventative maintenance tasks that are typically performed during each maintenance procedure. These procedures will be followed only if applicable to the specific equipment.
b. PROCEDURE:
(1) CHASSIS/HOUSING Examine the exterior of the device for cleanliness and general physical condition. Verify that the housing is intact, the necessary assembly hardware is present and tight and that there are no signs of spilled liquids or indications of damage. Clean interior and exterior with appropriate materials to remove corrosion, rust, solutions, dirt, lint or other deposits. Verify that all hardware, i.e., knobs, handles, panels, hinges, nuts, bolts, etc. are properly tightened and adjusted to operate smoothly.
(2) CASTERS/BRAKES Inspect the condition of the casters. Clean if necessary and verify that they turn and swivel properly. Verify operation of the brakes and swivel locks.
(3) CIRCUIT BREAKER/FUSE Inspect the circuit breaker to verify that it operates freely. If the device is protected by an external fuse, verify that it is the proper value and type.
(4) TUBES/HOSES/CONNECTIONS/FITTINGS Inspect the condition of the gas and fluid tubing and hoses. Verify that they are not cracked, kinked or dirty. Inspect all fittings and connectors for leaks or damage. Repair or replace if necessary.
(5) CABLES/CONNECTORS Inspects the condition of the electrical and electronic cables for any damage. Inspect electrical connectors for any damage or corrosion. Repair or replace if necessary.
(6) FILTERS Inspect the condition of all filters. Clean or replace if necessary.
(7) CONTROLS/SWITCHES Inspect the current settings of the controls and alarm limits. If any of them appear unusual, outside of typical range, consider the possibility of device failure. Record the setting of those controls that should be returned to their original positions following the inspection. Examine all controls and switches for physical conditions, secure mounting and correct motion. Where a control should operate against fixed limit stops, verify proper alignment and positive action of the stop. Verify that each control and switch performs its proper function.
(8) MOTOR/PUMP/COMPRESSOR Inspect conditions and verifies proper operation.
(9) MECHANICAL SYSTEMS Inspect gears, gear chains, bearings, axles, shafts and drivers for excessive wear, back-lash, end play and lubrication. Inspect belts, pulleys and levers for wear, tension alignment and proper adjustment. Inspect hydraulic systems, their stops, locks and release mechanism for proper alignment and excessive wear.
(10) FLUID SYSTEMS Inspect regulators and controls to verify proper operation. Inspect fluid levels and fill to proper level if necessary.
(11) ELECTRONIC SYSTEMS Inspect circuit boards and components for damage or overheating.
(12) BATTERY/CHARGER Inspect the physical condition of all batteries. Operate the unit on battery power for several minutes to verify that the battery is charged and can hold a charge. Inspect the condition of the battery charger and verify that it operates properly.
(13) INDICATORS/LAMPS Verify proper operation of all lamps, indicators, meters, gauges and visual displays. Verify that all segments of LED or LCD displays function.
(14) ALARMS/INTERLOCKS Operate device in a manner to activate each audible and visual alarm. Verify proper operation of associated interlocks. If an Alarm Silence feature is present, verify that it operates per manufacturer's specifications.
(15) AUDIBLE SIGNALS Operate device in a manner to activate any audible signals. Confirm appropriate volume as well as the operation of a volume control.
(16) DOCUMENTATION After the preventative maintenance service is complete, apply sticker identifying date of inspection, technician and date of next inspection.
(17) IDENTIFYING EQUIPMENT All loaned VA equipment will have an affixed label with a phone number for repairs.
STANDARD OPERATING PROCEDURE ELECTRICAL SAFETY INSPECTION:
PURPOSE: To identify and define the procedure called ELECTRICAL SAFETY INSPECTION. This procedure will be used to minimize any potential electrical safety problems and will be used in all maintenance procedures.
PROCEDURE FOR CORD-CONNECTED PATIENT CARE-RELATED EQUIPMENT:
(1) VISUAL INSPECTION Visually inspects the physical integrity of the power cord, the attachment plug and the strain relief for damage. Repair or replace if necessary.
(2) RESISTANCE MEASUREMENT Measure the resistance between the equipment chassis, or any exposed conductive surface of the equipment, and the ground pin of the attachment plug on all equipment that is used in patient areas. The cord shall be flexed at its connection to the attachment plug or connector and at its connection to the strain relief on the chassis during this measurement. This resistance shall be less than .5 ohm.
(3) CHASSIS LEAKAGE MEASUREMENT This leakage current measurement shall be made with one of the above safety analyzers. Measurements will be taken with normal power line polarity, broken ground and both the device on and off. All operating controls shall be positioned to cause maximum leakage current readings.
(4) When the device does not have a conductive surface, one shall be simulated by lacing a 3.9 x 7.8 inch bare metal foil in intimate contact with the exposed surface. This shall be considered to be the exposed metal surface of the appliance and all appropriate tests shall be performed to the foil. This is a particularly pertinent test when devices are covered with an insulating film, but are not "double insulated".
(5) LEAD TO GROUND TEST Measure the leakage current between each patient lead and ground with the power plug connected normally and the device on. The leakage current from frame to ground of permanently wired equipment shall not exceed .5 milliamps with all grounds lifted.
c. PROCEDURES FOR PERMANENTLY WIRED EQUIPMENT:
(1) INCOMING INSPECTIONS The equipment shall be tested prior to installation while it is temporarily insulated from ground. The leakage current from frame to ground of permanently wired equipment shall not exceed .5 milliamps with all grounds lifted.
d. DOCUMENTATION:
Actual values obtained are not necessary as long as the measurements for the device are below the above limits. If a device fails to meet these test limits, the problem and corrective action taken will be documented.
e. VETERANS/PATIENT HOMES:
Electrical Outlets in the client's home will be checked for safety (externally). If the outlets are not grounded, contractor will supply three pronged outlet plug. Also insuring that the electrical outlet is not being used for a series of other appliances. In the event that the delivery personnel think the outlets are unsafe they are to notify the Chief, Prosthetics Service, VA Medical Center immediately.
MATERIAL SECURITY:
a. The Contractor shall be responsible for the security of the entire inventory received from the VA Medical Center. Loss, misuse or destruction of any materials issued to the Contractor shall subject the Contractor to a damages claim equal to the full cost of repair or replacement by the VA Medical Center in accordance with the default provisions as is included in Section I of this solicitation.
b. The Contractor will assure that adequate security of material received from the VA Medical Center is in compliance with the Privacy Act of 1974. As a minimum, security will consist of but are not limited to the methods discussed as follows:
(1) Conduct reasonable screening of employees so that the workforce consists of responsible, qualified and trustworthy personnel;
(2) Develop and maintain current access list of personnel who are authorized to enter those areas where Veterans Administration inventory is stored and/or processed;
(3) Develop a highly visible identification system which will clearly differentiate between authorized and unauthorized personnel, for example, a system of controlled badges or uniforms;
(4) Develop and ensure the use of positive control systems by use of logs or other recording devices listing manufacturer, make, model number, and/or serial number (if applicable). Their use will begin when inventory is received at the Contractor facility and will continue until the inventory is returned to the Government or issued to a veteran. Positive signature control will be maintained at all steps of the process by the Contractor.
c. All rooms and areas of the Contractor facility where VA Medical Center data and/or inventory is stored or processed will be capable of being securely locked.
d. All VA Medical Center inventory will be secured inside these locked areas, and outside of normal business hours will be secured within appropriate containers/areas. A system will be developed to ensure that these areas are locked after normal business hours. Such a system could be a checklist countersigned by the Contractors employees.
e. All containers where VA Medical Center data/inventory is stored will be securely locked. The Contractor will develop a system of procedures to insure containers are locked outside of normal business hours.
f. The Contractor will ensure that VA Medical Center inventory is never commingled in any way with inventory for another agency or corporation.
g. Any instances of possible breakdowns of security procedures will be immediately reported to the VA Medical Center.
Contractor will transact business only with the appropriate offices of the VA Medical Center, and under no circumstance deal directly with, or solicit from, beneficiaries of the VA. Contractor is to contact a beneficiary only for delivery and/or pick-up arrangements as ordered by the COTR.
Contractor agrees to maintain individual records on each veteran, which is to include name, social security number, item received, delivery date, pick-up date, and repairs. Upon completion of the contract, Contractor shall turn over all records to the COTR.
INSPECTION:
The right is reserved to thoroughly inspect and investigate the establishment facilities(s), vehicle(s), business reputation and past performance history and other qualifications of any Offeror and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essentials necessary to assure acceptable standards of performance.
Inspection by the VA Inspection Team and/or Safety Engineer, or JCAHO may be made of the establishment facilities, to assess vehicles/equipment, maintenance records of vehicles/equipment, compliance with contract requirements, and record keeping at any time during the term of the contract.
METRIC PRODUCTS:
Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard Number 376, and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request shall be made to the contracting officer to determine if the product is acceptable. The contracting officer, in concert with the COTR, will accept or reject the product.
AVAILABILITY OF FUNDS:
Any or all commitment(s) made by the Government under this contract is (are) subject to the availability of funds for Fiscal Years 2019, 2020, 2021, 2022, 2023 and 2024. The Contractor will not perform any service after September 30th of each year unless so instructed, in writing, by the Contracting Officer. VA will be the sole judge as to whether a contract will be renewed, based on the determination of need. This contract may be renewed for two additional one-year periods in accordance with clause 52.217-9, Option to Extend the Term of the Contract at the prices stated in the contract. The VA also reserves the right to let this contract expire and issue a new RFQ if doing so is determined to be in the best interest of the government.
Under this contract, unless otherwise delegated in writing to the COTR, the contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be make in contract price to cover any increase in costs incurred as a result thereof.
Representative of contracting officer in accordance with VAAR 852.270-1: The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority. A copy of the designation(s) shall be furnished to the contractor.
HIPAA COMPLIANCE: Business Associate Agreement under Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI) does NOT apply to this solicitation.
PAYMENT:
Submit invoices to the following payment offices - FOR INFORMATION ONLY:
Invoices with delivery directly to veteran beneficiary s home will contain the following - Invoices submitted for payment shall include the purchase/delivery order number, beneficiary s name and last four numbers of his/her social security number, detail of work accomplished. Also include a copy of the signed acceptance receipt (proof of delivery). All invoices will be submitted in accordance with the address provided on the purchase/delivery order. Suggested time frame for submission of invoices is weekly or biweekly. The method of payment will be the Government Credit Card and the contractor must be capable of accepting it for payment. The contractor must be using a VISA Level II system. All PO numbers must be entered into VISA system for matching charges to PO s. Evidence of acceptance must be submitted with proposal.
PERFORMANCE IMPROVEMENT/QUALITY ASSURANCE:B
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.B There must be a systematic process to collect and analyze data and take appropriate action.B Commitment of resources by leadership to address areas requiring improvement must be demonstrated.B 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.B B B B B
Patient Satisfaction surveys on VA beneficiaries shall be performed quarterly with a random 10% sampling.B 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.
B The VA COTR or designee will monitor the contractor's performance in the following areas:
B7B B B B B B B B Was the set-up or delivery completed within 48 hours
B7B B B B B B B B Was all documentation received in Prosthetics within 5 working days
B7B B B B B B B B Did the paperwork indicate New or Used
B7B B B B B B B B Serial Numbers annotated
B7B B B B B B B B Was patient education completed
B7B B B B B B B B Were patient or caregivers signatures obtained
B7B B B B B B B B Were any safety issues identified & noted
B7B B B B B B B B Was the over all documentation correct, complete, and timelyB
EMERGENCY PREPAREDNESS PLAN:B
a.B 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.B The Contractor shall provide 24-hour emergency services including replacement and/or backup equipment when necessary.B 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
b.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.B The Contractor shall maintain a system for the purpose of equipment safety recalls.B
INCIDENTS INVOLVING A VA BENEFICIARY:
All accidents, malfunctions, injuries and deaths related to the delivery and use of DME shall be IMMEDIATELY reported verbally to the COTR.B 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.B
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.B The written report must contain at a minimum:B the nature of the inquiry, complaint, or request; the contractor s decision; and, the basis for the decision and outcome.B 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.B All complaints shall be addressed and resolved within fifteen (15) days.B All records shall be provided to the COTR for review upon request and/or at quarterly site visits.
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.B It is of the utmost importance that a high degree of sensitivity and professionalism be demonstrated when VA beneficiary/caregiver contact is made.B The Contractor is expected to be discreet and tactful, and to demonstrate concern, compassion, and patience. B
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.
PHASE-IN PERIOD/CHANGE IN CONTRACTORS:B
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.B These items shall be stored separately by the previous contractor for a phase-in period of not to exceed 30 days.B These services will be at no cost to the VA.B Contractor agrees to a 30-day phase-in period for the transferring of supplies and services to the VA beneficiaries.B 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.
ROLES & RESPONSIBILITIES
Role and/or Responsibility
VA Medical Center or designee
Contractor
1. Delivery Process
VA 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 Education
Contract 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 Assessment
VA 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 PSAS Manager or COTR 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.
4. Discharge Planning
VA 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.
5. Time frame for delivery and installation services
Contractor shall pick up, repair, or deliver an item or items within three working days from receipt of notification from the Program Manager, Prosthetics and Sensory Aids Service (PSAS), Contracting Officers Technical Representative (COTR) or his/her designee. Contractor shall pick up or deliver an item within 24 hours when an emergency service is specified by the PSAS or COTR. If a situation arises where the delivery cannot be scheduled within three working days after notification, the initiator of the VA delivery order shall be contacted immediately.
AVERAGE ANNUAL Estimated Quantities:
Description
Estimated Quantity / UI
Fee for delivery/pick-up of durable medical equipment to/from the VA Facilities or Contractor Storage Area to/from 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 initiating VA Medical Facility. This fee includes 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 initiating VA Medical Facility.
200 trips
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 at the rate specified here.
147 hours
15 Minute Intervals
The contractor shall be reimbursed for mileage for deliveries and pick-ups made outside the 50-mile radius of the initiating VA medical facility/Contractor Storage Area. The mileage shall be calculated using the distances provided by Google Maps at the following web-site: www.google.com/maps and will be applicable one way only. The reimbursement rate will be the GSA contract rate for Privately Owned Vehicle Mileage: www.gsa.gov
3,000 miles
The contractor shall be reimbursed for repair parts when requested by the Prosthetics & Sensory Aids service. The contractor shall invoice for this part as a separate item in accordance with the instructions.
50 Parts
Angela Beck
Contracting Officer
angela.beck@va.gov
angela.beck@va.gov
