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23--Durable Medical Equipment Storage, Minor Repair, and Delivery Services

Solicitation Number: VA24810RP0585
Agency: Department of Veterans Affairs
Office: VA Caribbean Health Care System
Location: Department of Veterans Affairs Caribbean Health Care System
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VA24810RP0585
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Combined Synopsis/Solicitation
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Added: Aug 19, 2010 3:36 pm
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, in conjunction with FAR 13.5, as applicable, and as supplemented with additional information included in this notice. This solicitation is issued as a Request for Proposal (RFP); solicitation number is VA-248-10-RP-0585. .




This announcement constitutes the only solicitation and a written solicitation will not be issued. The North American Industry Classification System (NAICS) code is 492110 with a size standard of $25 million.
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This procurement is 100 % SET ASIDE FOR WOMEN OWNED SMALL BUSINESS.



All prospective offerors must be actively registered in the Central Contractor Registry (CCR) and ORCA (Online Representations and Certifications Application. Offerors may register online at www.ccr.gov and on https://orca.bpn.gov. Lack of registration in CCR and ORCA will qualify the contractor as ineligible for award. The solicitation incorporates provisions and clauses in effect through the Federal Acquisition Circular (FAC) 2005-44. .




I. STATEMENT OF WORK

Scope of Contract: The Veterans Affairs Caribbean Healthcare System in San Juan, Puerto Rico (“VA”) requires contractors to provide all necessary labor, facilities, and management to perform pick-up and delivery services, set up and disassembly, minor repair, inventory management, and storage of Government-Owned Durable Medical Equipment/Accessories (DME) for VA beneficiaries of the VISN 8 Department of Veterans Affairs Caribbean Healthcare System facilities listed herein, San Juan VAMC, Mayaguez OPC, Ponce OPC, Arecibo, Guayama, St. Croix, St.Thomas and Utuado. .



Period of Performance:

The contract effective period shall be for a six (6) month base period contract. The Government contemplates one (1) option period that consists of a six (6) months time frame. Period of performance will start on October 1, 2010 to March 31, 2011. .



General:

Background: The Department of Veterans Affairs Caribbean Healthcare System has a requirement for storage, delivery and set up of Durable Medical Equipment (DME) for a period of one base year. .



Scope of Work:
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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 San Juan Prosthetic and Sensory Aids Service. Services provided shall be all inclusive of deliveries and transportation to include set-up/delivery of equipment, safety inspections, and in-service training/education for beneficiaries, in accordance with sound industry practice, and the terms and conditions of the contract. The Contractor shall be responsible for: .


1. Providing adequate care of Government owned DME equipment in its possession or control from the time of receipt until properly relieved of responsibility.

2. Providing equipment maintenance,

3. Utilizing a proven inventory management system

4. The removal of Government-owned DME to storage, or its contemplated transfer, does not relieve the Contractor's responsibility.
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Contractor Requirements: .



1. Service Area: Contractor shall have a physical location in the San Juan Metropolitan area close to VAMC San Juan, which houses the service office, warehouse, dispatch of vehicles and other functions related to the performance of services requested. The contractor will be responsible for providing all requested services to all counties of Puerto Rico as well as service to the islands of St. Thomas and St. Croix. .



2. Joint Commission Accreditation: The contractor does not have to be JC accredited, however they must meet the JC standards and maintain those standards during the duration of contract. If the contractor fails to meet the JC standards the contract may be terminated. During a visit from JC the contractor is found to have deficiencies that impact the hospitals accreditation the contractor will be afforded the same opportunity to correct the deficiency as the JC provides the hospital. The COTR must receive immediate notification of any return visits by the JC and written document of all findings within 36 hours following the visit. The aforementioned applies to any subcontractor or branches performing work under the terms of this contract. .
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3. Experience: Contractor must have a minimum of two (2) years experience in storage, delivery, set¬up, education, maintenance and pick-up of Durable Medical Equipment related to the requirements contained herein, or in a related field. .



4. Branches/Agents: If the bidder maintains branches and/or agents through whom business may be transacted, the contractor must submit a list thereof with the bid. If awarded a contract, they must transmit all information concerning the agreement between such branches and/or agents authorizing and instructing them to furnish supplies and/or services covered.
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a. Human Services Office of Inspector General's (HSS): No contract will be awarded nor payment made to any individual or entity that appears on the HSS Office of Inspector General's (HSS/01G) List of Excluded Individuals/Entities.
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b. Health Insurance Portability and Accountability (HIPAA) Compliance - Act of 1996: The successful Contractor shall be required to be in compliance with HIPAA requirements.
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Definitions:

AIDS - Acquired Immunodeficiency Syndrome

CBOC - Community Based Outpatient Clinics

CDC - Center for Disease Control DME - Durable Medical Equipment

JC - Joint Commission

MRSA - Methicillin Resistant Staphylococcus Aureus

MSDS - Material Safety Data Sheets

OPC - Outpatient Center

OSHA - Occupational Safety and Health Administration

VA - Veterans Administration

VAMC - Veterans Administration Medical Center
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5. Equipment:
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The VA-owned hospital equipment includes, but is not limited to, the commonly provided items for storage, delivery and pick-up as needed. VA-owned equipment may be delivered directly to the contractor's warehouse from suppliers or picked up from the VA location as directed by the COTR. The Contractor will be expected to provide service for other items which may not be on the list, but which are similar in nature to those listed:
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• Institutional hospital beds, electric (Hill-Rom) home healthcare bed, electric, adjustable (Invacare) mattress,

• Over bed trapeze assembly

• Free standing trapeze

• Over bed tables

• Patient transfer lifts

• Bath bench,

• Commode and shower chairs

• Manual wheelchair

• Power wheelchair

• Scooter

• Portable ramps
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6. Service Hours:
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The contractor is expected to perform services under this contract between the hours of 7:00 am and 7:00 pm, Monday through Friday excluding Federal holidays. Saturday and or Sunday deliveries must have prior approval of the COTR or Chief PSAS, except in those cases where prior arrangements between the vendor and veteran have been made. There will be no additional charges made for these deliveries.
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7. Emergency Procedures:
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The contractor shall provide emergency services twenty four hours a day, seven days per week, including Federal holidays. The Chief Prosthetics or his designee must approve/ authorize any emergency delivery except in those cases where approval cannot be obtained and the contractor has determined that failure to respond could result in a negative outcome for the patient. These cases must be fully documented.
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Immediately after contract award, the contractor shall provide the COTR a point of contact to include telephone, facsimile and cellular/page number for 24 hour emergency services.
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The contractor shall notify the COTR or designee within 1hour in the event of a disaster, natural or otherwise, that may affect the services covered under this contract.
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Federal Holiday's are: New Year's Day; Birthday of Martin Luther King, Jr.; Washington's Birthday; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day. Federal Holidays are also listed on the following website: http:l/www.opm.gov/fedhol/. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.
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8. Service Call:
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The following actions are to be considered a service call:
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• Delivery & pick-up of DME

• Pickup & delivery of items requiring repair.

• Minor Installation

• Repairs conducted in the home on items such as hospital beds, over bed tables and other identifiable DME.

All deliveries shall include the setting-up and taking-down (complete assembling/disassembling) of equipment, instructions to the veteran and/or care provider in the proper use, installation, cleaning and review of maintenance and safety features of equipment for the veteran's use. All documentation of this process, i.e., invoicing, checklist completion and reports of equipment condition will be considered part of this rate.
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A single or multiple service call to one veteran constitutes a single charge. When multiple services are requested, such as delivery, pickup, and/or installation of DME and repair(s) shall be accomplished in one service call.
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A new delivery/service charge may be approval when:
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1. An item is out of stock and requires delivery at a later date.
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2. Returning an item/appliance after being repaired is NOT an acceptable service charge. The contractor shall not bill for any trip back to a veteran’s home if the veteran contacts either the contractor or VA because of malfunction or misinterpretation of instructions within five (5) workdays after delivery of equipment.
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The contractor shall telephone the veteran/care giver in order to arrange for a designated service call date and time at least three times. All attempts shall be documented on the purchase order. If after three consecutive days the contractor fails to make contact with the veteran, they shall notify the VA by the COB of the third day.
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Patient or patient's family will be allowed to pick up items at the contractor's place of business. Contractor will give instructions on equipment and assist patient in the loading of equipment into the beneficiary's vehicle. Contractor has the right to refuse if he feels that the transporting of said equipment will present a safety hazard to the driver or other drivers on the road. The findings will be documented on the delivery request and placed in the patient’s plan of care. Once is has been determined it is unsafe to transport the said equipment the contractor shall contact PSAS requesting a “delivery ticket”.
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The contract line item for deliveries and pick-ups uses "JOB" as the unit of issue. All costs for mileage are included in the price paid under the delivery and pick-up line items for travel occurring within the service are described in aforementioned paragraph to include up to sixty (60) miles.
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A per mile charge can be added to the delivery charge for any mileage exceeding sixty (60). These charges will be billed as ADDITIONAL MILEAGE at a flat rate per mile. The contractor may bill for each quarter mile, of the flat rate.
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When additional mileage charges apply the contractor’s invoice shall identify the starting point, the delivery/pick up location, the mileage traveled outside the sixty (60) mile radius. The route taken must be the most economical and verifiable utilizing either Map Quest or Google Map.
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9. Delivery Requirements:
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Delivery of DME equipment will be in accordance with the following basic areas: Safety Factors: 1. When delivering new or VA reissued DME that are electrically operated, the electrical outlet used to operate the DME in the beneficiary's home will be checked for safety. 2. The Contractor shall check and document adequacy of the electrical outlet and if the outlets are not grounded, the Contractor shall provide and install a three-prong plug. 3. The Contractor will verify that the electrical outlet is solely used by the DME item. 4. If the Contractor is unable to make the electrical outlet safe, the DME item will be returned to the Contractor's facility, and the COTR, or designee, will be notified immediately.
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10. Instructions on Usage of Equipment:
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For every new or VA reissued DME that is delivered to a beneficiary's home, the Contractor will be responsible to instruct the patient, patients spouse or care provider in the safe and proper operation and cleaning of the DME.
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Contractor will instruct the patient, patient's spouse or care provider in the procedures to follow in the event of DME malfunction. These procedures will include the name and phone number of a Contractor representative who will be available 24 hours a day, seven days of the week to provide adequate repairs/replacement of DME. The name and phone number of the Contractor representative responsible for emergency repairs/replacement of DME will be affixed to the DME in the form of an adhesive label. A 24 hour toll-free telephone number will be provided to all veterans by Contractor.
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Manufacturer Name and Serial Number List the DME manufacturer and serial number which will be used in the event of a manufacturer's "equipment recall".
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New or Refurbished DME: Contractor must annotate if the DME issued to the veteran patient was new or refurbished. If the DME was refurbished, the Contractor must state that the DME was cleaned and disinfected according to manufacturer's standards.
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Issue Customer Orientation Pamphlet: The Contractor shall provide the patient, or caregiver, a copy of a Customer Orientation Pamphlet. This pamphlet will include product use information, warranty information, general information on services to be provided, safety procedures, service orientation, disaster readiness, and the patients’ bill of rights.
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Certification of Delivery Form: Acknowledgement of the above requirements must be documented on a single use Certification of Delivery form with the patient and contractors signature to verify understanding of safety, instructions on usage, emergency repairs, manufacturer name and serial number, whether equipment is new or used and that the Customer Orientation Pamphlet has been provided. The contractor shall fully complete the Certification of Delivery Form and submit it with each individualized itemized invoice and one shall be retained in the patient plan of care folder at the contractor's warehouse. Invoices received WITHOUT or INCOMPLETE Certification of Delivery Forms shall be returned to the contractor without action.
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11. Emergency Delivery/Services:
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Emergency delivery/services to VA beneficiaries/caregivers shall only be provided by the Contractor upon receipt of a specific order or authorization from the COTR or designee. The Contractor shall be required to perform and complete such services within six (6) hours after receipt of request. Cost for this service shall be billed at the per JOB rate for delivery/pickup plus the ADDED fee for EMERGENCY service in the Schedule of Supplies/Services. The contractor shall provide the COTR or his designee documented proof of any work performed after normal duty hours that was initiated by patient request. Emergency services to St. Croix and St. Thomas must be completed with a twenty-four (24) hour period.
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12. Offices/Storage Facility:
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The contractor shall provide four thousand (4000) square feet of contiguous space on one level, for the storage of VA owned DME equipment.
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The contractor shall provide the Chief PSAS, COTR or designee access to the storage area during normal business hours.
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The Contractor shall provide a clean, separate, and secured area for all VA owned equipment. The storage area must be adequately equipped with industrial shelves and bins to properly accommodate the items being stored and use the space most efficiently. Oversized boxes or containers shall not be stored on the floor, but on raised pallets and/or platforms. The storage area must be climate controlled, no lower than 50 degrees and no higher than 90 degrees Fahrenheit, with adequate ventilation/air circulation to protect DME from deterioration from dust, moisture/humidity and extreme temperatures. DME shall be stored in an orderly manner to allow for immediate access to any and all items and to its component parts.
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Before being placed in storage all reclaimed equipment shall be checked for proper operation, serviceability, safety and will be thoroughly cleaned, disinfected, sanitized and protectively wrapped in plastic. Cleaning, disinfecting, sanitizing shall be by steam cleaning and/or other industry-approved methods to include hospital grade disinfectants. 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.
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The storage facility must meet current state Puerto Rico 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.
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Reclaimed or returned mattresses, disposable equipment, open cartons of expendable medical supplies will not be stored, but shall be disposed of by the contractor in accordance with all government, state and local laws at no cost to the government. A detailed list of disposed equipment/supplies shall be submitted on a monthly basis and reviewed and signed by the COTR before disposition can occur. A separate file shall be maintained by the contractor for all actions involving disposition of VA equipment and be available for review at any time.
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13. Maintenance/Repair/Cleaning:
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DME equipment stored under the provisions of this contract shall be placed in first class working condition, to include: performance of minor repairs, adjustments, thorough cleaning, sanitizing and protective wrapping in plastic prior to storage in the non-contaminated equipment storage area. All stored equipment shall be labeled, to include: name of veteran to whom it was issued prior to being picked-up and stored by the contractor and the date it was inspected, cleaned and placed in storage.
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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.
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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.
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The Contractor shall be responsible for the minor spot painting of small areas of chipped paint or rust spots
on reclaimed equipment to be placed in storage. Any rust spots shall be wire brushed prior to spot cleaning.
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The Contractor shall pursue the performance of repair or refurbishing of government-owned equipment with such diligence as to ensure that the equipment and/or accessories are placed in first class working condition and suitable for reissue within five (5) work days after the date of pick up. Appropriately trained personnel shall perform maintenance in accordance with the manufacturer's instructions. Documentation of all training shall be included in the contractor's employee personnel folders and provided for review upon request of the VAMC.
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If an item is found to be in need of repair, the Contractor shall perform minor repairs (i.e. tighten wheels and casters on wheelchairs, check for loose wiring on motorized wheelchairs and electric beds) at no additional cost to the Government. Should an item need repair that would require any replacement? The VA reserves the right to furnish replacement parts or obtain services to repair/refurbish any item(s) from an independent source.
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14. Equipment Management:
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Contractor staff providing equipment and related services must have current education, training and experience appropriate to the equipment and scope of services provided. Contractor must demonstrate knowledge and competence in special electrical needs and backup systems that may be required, equipment safety checks and troubleshooting, equipment setup, routine and emergency response procedures, specific structural and environmental requirements for safety and effective use of equipment in the home setting, and communication and teaching skills.
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Equipment management shall be in compliance with current Joint Commission guidelines and standards.
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15. Inventory Management:
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The Contractor work with the onsite COTR but is ultimately responsible for maintaining inventory controls and preparation of a perpetual inventory control record of all Government-owned DME, new and used and items deemed excess being held in storage under the terms of this contract. The Contractor shall be required to perform weekly, in concert with the COTR, inventory in order to maintain the required inventory levels and to ensure that proper inventory procedures are operating effectively. A copy of the weekly inventory shall be provided via FAX or electronically as determined by the COTR by COB each Thursday 4:30p.m. The inventory record shall be accompanied by the Contractor's certification that all DME stored in the clean storage area has been cleaned, serviced, and stored in accordance with the provisions of this contract. The contractor shall provide a listing of all inventory awaiting repairs and item status.
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The Contractor's inventory control record shall reflect the following information for every item of Government owned DME in the Contractor's possession:
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1. DME Description

1. Model Number

2. Serial Number excluding bath benches and other similar items
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Discrepancies in Inventory: Discrepancies of inventory shall be investigated by the Contractor and a written explanation provided to the COTR. The Contractor shall maintain an accumulative log of DME issued during the contract period. The log will contain the following information:
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1. Date issued


2. VA beneficiary's initials and last four of S.S.N.


3. Model and Serial Numbers


Resolution of discrepancies must be completed before the next inventory reporting period.
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Inventories upon Termination or Completion:

Immediately upon termination or completion of the contract, the Contractor in concert with the COTR shall conduct a physical inventory of all Government-owned DME applicable to the contract. The contractor and COTR will certify the final Inventory Control Record document within seventy-two (72) hours after termination or completion and submit to the Chief PSAS.
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16. Performance Improvement/Quality Assurance:
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The Contractor shall initiate and maintain an on-going performance improvement/quality assurance program to objectively and systematically monitor and evaluate the quality and appropriateness of services provided, resolve identified problems, pursue opportunities for improving patient care and provide a self assessment of compliance with the requirements of this contract. There must be a systematic process to collect and analyze data and take appropriate action. Commitment of resources by leadership to address areas requiring improvement must be demonstrated. The contractor shall perform management reviews of its Quality Assurance Program on a quarterly basis, and provide a written report to the Chief, P&SAS, the COTR and the Contracting Officer. The reports due dates will be determined after the award.
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Patient Satisfaction surveys on VA beneficiaries shall be performed quarterly with a random 10% sampling. Analysis of the survey along with originals of the actual survey shall be provided to the COTR or designee, (along with any actions taken) quarterly, or upon request. The Contractor, Chief PSAS, COTR, QM staff and contracting officer will meet quarterly to review contractor’s QM.
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The COTR or designee will monitor the contractor's performance in the following areas:
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1. Was the set-up or delivery completed within 48 hours?
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2. Was all documentation received in Prosthetics within 5 working days?


3. Did the paperwork indicate New or Used?


4. Serial Numbers annotated?


Was patient education completed?


5. Were patient or caregivers signatures obtained?


6. Were any safety issues identified & noted?


7. Was the overall documentation correct, complete, and timely?
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The contract will be monitored in the above areas and will allow for a maximum non-compliance rate of no more than 10% in any individual area and will allow for an overall non-compliance rate of 10% in all areas combined.
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17. Emergency Preparedness Plan:
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The Contractor shall have an emergency preparedness plan which must demonstrate the ability to provide continuing care and support in the event of an emergency which results in interruption of services. The Contractor shall provide 24-hour emergency services including replacement and/or backup equipment when necessary. An adhesive label with the Contractor's name and toll-free telephone number shall be placed on all equipment, such provided excluding shower or bath equipment.
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The contractor shall document and immediately report to the COTR or designee and known incident of death, accident, injury or infection related to equipment furnished by the VA., which includes equipment that may malfunction. The contractor shall maintain an incident log for capturing this data. The contractor also must have in place a system for managing equipment recalls.
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18. Safety Requirements:
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The Contractor shall have a program designed to educate appropriate staff and patients in safety measures in the home to minimize hazards related to the care or service provided. Initial and ongoing written and verbal instructions shall be provided. Instruction shall include the following: basic home safety, safe and appropriate use of medical equipment storage, handling, delivery and access to supplies, identification, handling and disposal of hazardous materials and wastes in a safe and sanitary manner and in accordance with state and local law and regulations. The patient's knowledge and performance of safety procedures shall be monitored continuously and re-education provided as needed. All education shall be documented in the veteran's plan of care folder.
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The Contractor shall have a system for reporting and documenting all accidents, safety hazards and injuries. The Contractor shall investigate all reported accidents and injuries. In the event of an accident or injury the contractor shall notify the COTR immediately and a follow-up evaluation shall be provided to the VAMC within five (5) working days of investigation. The results of these investigations shall be considered when reviewing the quality and appropriateness of patient care. Equipment malfunction and serious injury or death associated with equipment shall be reported to the vendor and/or manufacturer and COTR immediately.
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The Contractor shall take such safety precautions reasonably necessary to protect the lives and health of the occupants of the buildings as the Contracting Officer or designee may determine to be necessary. The Contracting Officer shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or their representative at this site of the work shall be deemed sufficient of the purpose aforesaid. if the Contractor fails to or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.
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19. Infection Control:
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Standards of Infection Control shall be maintained to include:
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• Separation of clean (new still in box)/ cleaned ready for issuance and dirty DME/
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• All packaging and marking for infection control shall meet J C requirements, as well as storage methods and facilities. VA Survey Teams shall be responsible for periodic inspections to insure that Joint Commission compliance is met.
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• 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.
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• All Communicable diseases will be reported to appropriate local and state agencies, and directly to the COTR and VA Infection Control Team.
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The contractor shall take measures to prevent, identify, and control infections. Infection control procedures related to the care or service provided shall address, at a minimum, personal hygiene, transmission based precautions, aseptic procedures, staff health and transmitted infections, and appropriate cleaning and disinfection of equipment. Contractor shall exhibit the importance of infection control and personal hygiene and know their responsibilities regarding infection control. The Contractor shall have a system in place to evaluate report and maintain records of infection control related to the care or service provided among patients and as appropriate, among staff. The Contractor shall provide documentation of training in infection control standards for all contractor personnel utilized in the performance of this contract.
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20. Universal Precautions:
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The Contractor shall practice Universal Precautions in performance of ALL aspects of services provided under this contract in accordance with Joint Commission requirements.
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21. Equipment Recall:
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The Contractor is required to have in place a system of notification of equipment hazards, defects and recalls, and shall maintain an effective plan and record of all recall actions. The Contractor shall notify the COTR of any recalls initiated and those VA beneficiaries affected within ten (10) working days of receipt of recall notification.
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22. Incidents Involving a VA Beneficiary:
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All accidents, malfunctions, injuries and deaths related to the delivery and use of DME shall be IMMEDIATELY reported verbally to the COTR. A follow-up written report of contact describing the event, analysis of cause/effect, and corrective action taken, shall be provided to the COTR within 24 Hours of verbal report.
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The Contractor shall make a written report of all inquiries, complaints, and requests received from VA beneficiaries or caregivers and furnish a copy to the COTR. The written report must contain at a minimum: the nature of the inquiry, complaint, or request; the contractor's decision; and, the basis for the decisionandoutcome.ThereportshallbesignedbytheContractor'semployeewhoreceivedthecallandthe Contractor's official who reviewed it for appropriate action. All complaints shall be addressed and resolved within fifteen (15) days. All records shall be provided to the COTR for review upon request and/or at quarterly site visits.
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Interaction Between Contractor Personnel and VA Beneficiaries:
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The VA beneficiaries serviced by this contract have significant physical disabilities or chronic illnesses that, in many cases, influence their behavior and lifestyle. It is of the utmost importance that a high degree of sensitivity and professionalism be demonstrated when VA beneficiary/caregiver contact is made. The Contractor is expected to be discreet and tactful, and to demonstrate concern, compassion, and patience.
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The VA reserves the right to remove any Contractor employee from the performance of service under this contractiftheirbehaviorandthelevelofserviceprovidedarenotinaccordancewiththespecificationsand requirements contained herein.
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23. Unusual Conditions:
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The Contractor shall notify the COTR immediately if any of the following unusual conditions are known to exist concerning the VA beneficiary using Government-Owned DME:
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• Change of address and/or telephone number

• VA beneficiary is hospitalized or expires

• VA beneficiary cannot be reached

• Excessive abuse of equipment/accessories

• Requests for extra or additional equipment cannot
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The COTR shall notify the Contractor should any unusual conditions exist in the VA beneficiary's residence.
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24. Contractor Vehicles:
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The Contractor shall haveduly licensed vehicles abletotransport the maximum weight recommended by the vehicle manufacturer. All vehicles used in the performance of services under the contract shall be clearly marked with company identification. The Contractor shall ensure that all vehicles meet Local, State and Federal codes and maintain motor vehicle Liability Insurance in accordance with the laws of the State of Pureto Rico, as appropriate.
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25. Insurance Requirements:
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The Contractor agrees to procure and maintain, while the contract is in effect, Worker's Compensation, Employer's Liability, General Liability and Motor Vehicle Liability Insurance in accordance with the laws of the State of Pureto Rico, as appropriate. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitation for any one accident, and at least meeting the statutory limitation, if more than one person is involved.
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26. Evidence of Coverage:
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Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined herein and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Government.
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27. Key Personnel:
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A record of each employee's qualifications, character, and competent and capable of performing the duties required shall be maintained at the Contractor's establishment and made available for inspection upon request by the Contracting Officer. Personnel must submit to drug testing and back ground check.
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Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (NHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPPA, the Contractor may be required to enter into a Business Associate Agreement (BRA) with the VA.
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Drivers shall possess all necessary licenses and/or permits to perform work under this contract.
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Drivers shall be dressed in company uniforms that are neat and clean,presenting a well-groomed professional appearance.
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Contractor personnel shall have visible picture identification bearing the company name and the employee's name.
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28. Phase-In Period / Change In Contractors:
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When there is a change of contractor, it is the duty and responsibility of the new contractor to pick up
all government new contractors’ location. These items shall be stored separately by the previous Patient Plan of Care.
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The Contractor shall provide a written plan of care or service for each patient who receives equipment or appliances delivered by the Contractor or his representative. A plan of care or service shall be developed within five (5) workdays of initiation of each service. The plan of care or service shall include a statement of identifiable patient problems and needs, reasonable and measurable patient goals, and a notation of the specific services to be provided and actions to be taken.
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The Contractor shall maintain an individual Plan of Care folder for each veteran serviced. This folder shall contain the individualized plan of service, documentation of patient education, and/or safety hazards, invoices, signed statement of the patient's understanding of instructions provided, Certification of Delivery form and other pertinent documents.
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The contractor will permit on-site visits by VA Personnel and JOINT COMMISSION surveyors accompanied by VA personnel to assess contracted services, i.e., adequacy, compliance with JOINT COMMISSION and contract requirements, record keeping, equipment maintenance, etc.
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29. Training to Contractor Personnel:
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Contractor will train delivery personnel in the safe and proper operation of DME. In addition, they will be trained to instruct the patient, patient's spouse or care provider in the safe operation of the DME, and procedures to follow in the event of DME malfunction. On request, the Contractor will provide the COTR, current training/competency records of all personnel responsible for the delivery and set-up of DME to veteran patients.
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Inventory

An inventory of all VA equipment in the storage facility will be forwarded to the COTR on a weekly basis for the duration of this contract.
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30. Contractor Contact Person:
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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.
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31. Information Security Precautions:
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In an effort to ensure that VA sensitive information, which includes Patient Health Information (PHI); is adequately protected, the contractor shall adhere and comply with applicable VA security regulations and policies. Although, you as a Contractor do not need PHI from VA to perform contract requirements neither the VA needs to provide access to PHI in order for your company to provide storage and delivery services of DME, the Contractor shall take necessary precautions to avoid the disclosure of PHI that might reside in the equipment hard drive.
.



As a contractor of the Department of Veterans Affairs (VA), you are committed to safeguard the personal information that veterans and their families have entrusted to the Department. Sensitive information/data is any data and/or information the Contractor may obtain or learn as a result of the performance of the resulting contract. Therefore, the same shall not be removed, transmitted, read, printed or shared to third parties.
.



Sensitive information is all data. Anything that; if disclosed, could cause emotional or physical harm to an individual or to the institution. Contractor is required to complete the annual General Privacy Awareness Training or VHA Privacy Training, as applicable and submit a copy of the certificate of completion to the Contracting Officer. Contractor personnel shall report any incident of misplaced and/or missing sensitive data/information to the Contracting Officer who will direct the case to the pertinent official’s. The Government may impose sanctions, up to and including the termination of the contract for violations to the applicable confidentiality and security statutes, policies and regulations. Contractor may be subject to civil and criminal penalties due to failure of compliance.
.



I. Contract Changes/Technical Directions.




The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of 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 that shall affect price, quantity or quality of performance of this contract.
.



IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF. .


.



The COTR will be responsible for the overall technical administration of this contract as outlined in the COTR Delegation of Authority, including monitoring of the Contractor’s performance..





CONTRACT CLAUSES:
.



52.212-4 Contract Terms and Conditions-Commercial Items (JUNE 2010)
.



Addendum to FAR 52.212-4
.



52.252-2 Clauses Incorporated by Reference (FEB 1998) [fill in as follows] [F][C]
.


http://www.acquisition.gov/far/index.html (FAR) and

http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (VAAR)
.



52.217-8 Option to Extend Services (NOV 1999)
.



52.224-1 Privacy Act Notification (APR 1984)
.



52.224-2 Privacy Act (APR 1984) [use when the design, development, or operation of a system of records on individuals is required] [R][C]
.



28.307-2 Schedule of Insurance Coverage
.


28.307-2 Liability.
.


(a) Workers’ compensation and employer’s liability. Contractors are required to comply with applicable Federal and State workers’ compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer’s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers’ compensation to be written by private carriers.
.



(b) General liability.
.


(1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

(2) Property damage liability insurance shall be required only in special circumstances as determined by the agency.
.



(c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.
.



There shall be no exclusionary clauses added to this contract for any asbestos related work that would void the required General Liability insurance.
.



52.232-18 Availability of Funds (APR 1984)
.



52.237-3 Continuity of Services (JAN 1991) [use when services are vital to the Govt. & must be continued without interruption][see 27.110(c)] [R][C]
.



VAAR Clauses
.


852.203-70 Commercial Advertising (JAN 2008)
.


852.203-71 Display of Department of Veterans Affairs Hotline Poster (DEC 1992)
.


852.228-71 Indemnification and Insurance
.


852.237-70 Contractor Responsibilities (APR 1984)
.


852.271-70 Nondiscrimination in Services Provided to Beneficiaries (JAN 2008)
.


852.273-76 Electronic Invoice Submission (Interim-October 2008)
.



(End of Addendum to 52.212-4)
.




52.212-5 Contract Terms and Conditions Required to Implement Statutes or
Executive Orders-Commercial Items (JULY 2010)

.



Solicitation provisions
.




52.212-1INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (JUNE 2008).
.



Sealed offers for furnishing the required services may be mailed to the address or hand-carried to the address shown below. Proposals must be received no later than AUGUST 31, 2010 at 3:00 PM EST.




Address for Hand-Delivered Proposals :.




DEPARTMENT OF VETERANS AFFAIRS,


VA CARIBBEAN HEALTHCARE SYSTEM,


SERVICE AREA OFFICE EAST,


NETWORK CONTRACTING ACTIVITY 8,


SUITE 600, TRES RIOS BLDG., SAN PATRICIO,


#27 J. GONZALEZ GIUSTI AVE.,


GUAYNABO, PR 00968

.


Late submissions, modifications and withdrawals will be handled as described in provision 52.212-1 “Instructions to Offerors – Commercial Items”..

• Telegraphic offers (submitted by telegram or mailgram) will not be accepted • Facsimile offers will not be accepted. • Any offers submitted by any form of electronic commerce will not be accepted. .




Central Contractor Registration (CCR): As stated in 52.212-1(k), prospective awardees are required to be registered in the Central Contractor Registration (CCR) database. Offerors are encouraged to go to the CCR database at http://www.ccr.gov and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee..




Amendments to this Solicitation: Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on that website (www.fbo.gov)..




Format of Proposal: Offerors should review this entire solicitation before submitting a proposal to ensure that their proposals meet all requirements. Specific guidance on proposal preparation is provided in Section 52.212-1 of this solicitation..




Questions: All questions regarding this solicitation must be submitted to the contract specialist in writing by e-mail to socary.rodriguez@va.gov. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). .




Addendum to FAR 52.212-1
.



52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) [fill in as follows] [F][P]
.


http://www.acquisition.gov/far/index.html (FAR) and

http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (VAAR)
.



52.216-1 Type of Contract (APR 1984)
.


52.233-2 Service of Protest (SEPT 2006)
.



VAAR Provisions
.


852.211-72 Technical Industry Standards (JAN 2008)
.


852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008)
.


852.233-71 Alternate Protest Procedure (JAN 1998)
.


852.273-74 Award without Exchanges (JAN 2003)
.



(End of Addendum to 52.212-1)
.



52.212-2 Evaluation-Commercial Items (JAN 1999)
.


839.201 Contract Clause for Information and Information Technology Security Requirements
.



a. Due to the threat of data breach, compromise or loss of information that resides on either VA owned or contractor owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).
.



852.273.75 Security Requirements for Unclassified Information Technology Resources (Interim-October 2008)
.



The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulation, standards and VA Directives and Handbooks regarding information and information system security as delineated in this contract. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at:
.



http://checklists.nist.gov
.



(b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site:
.



http://www.iprm.oit.va.gov
.




(End of Clause)
.



II. b>EVALUATION CRITERIA PROVISION.




EVALUATION CRITERIA
.



A) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government taking into consideration non-price factors and price. The following factors shall be used to evaluate offers:
.



1. Technical Capability:
.


Contractor must present evidence of their technical capability to provide immediate necessary labor, facilities, management to perform pick-up and delivery services, inventory management, set up and disassembly, minor repair and storage of Government-Owned Durable Medical Equipment/Accessories (DME) for VA beneficiaries of the VISN 8 Department of Veterans Affairs Caribbean Healthcare System facilities listed herein, San Juan VAMC, Mayaguez OPC, Ponce OPC, Arecibo, Guayama, St. Croix, St.Thomas and Utuado.
.



2. Past Performance:
.


Past performance information is one indicator of an offeror’s ability to perform the contract successfully. Vendors must include references of Federal, State, local governmental agencies or private sector that have purchased similar services. Past performance with VA or other Government agencies is preferred. Please include facility, point of contact information, purchase order or reference number, and dollar value. Those not submitting past performance references will be given a neutral rating.
.



The Government will review available past performance data in the Past Performance Information Retrieval System (PPIRS), The National Institute of Health (NIH), and Contractor Performance System (CPS). However, the Government reserves the right to obtain past performance information from any available source and may contact customer other than those identified by the offeror when evaluating past performance.
.



3. Price:
.


Government reserves the right to award without discussions, and contract award will be based on the offer most advantageous for the Government. Vendors shall submit the most favorable terms.
.



The Government decided that on weighting non-price factors, technical, and past performance combined are significantly more important than price.
.



Continuation of Clauses:
.



52.212-3 Offeror Representations and Certifications-Commercial Items (AUG 2009)
.



Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications—Commercial Items, with its offer. See provision 52.212-3.
.



The offeror has to complete the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs .
.



When certifying for "Women-owned small business concern", it means a small business concern—See provision 52.212-3 for details.
.



(1) That is at least 51 percent owned by one or more women; or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and
.



(2) Whose management and daily business operations are controlled by one or more women.
.




III. SCHEDULE OF PRICES:
.



This is an indefinite delivery, indefinite quantity contract because it is impossible to determine with any certainty the amount of services that will be required under this contract. It is understood that no obligation will be incurred by the Department of Veterans Affairs except for services rendered under this contract pursuant to referrals issued by the Department of Veterans Affairs.
.



All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional cost to the charges stated for Basic Services.
.



*Quantities provided on the Schedule of Price are estimates only
.


* Submit quotes considering the following parameters.
.



Base Period- Period of Performance from October 1, 2010 to March 31, 2011.
.



Item 0001
.


Provide all necessary labor, facilities, and management to perform DME pick-up and delivery services, according to SOW
.



The minimum DME delivery service is 3 deliveries per day and maximum quantity of DME delivery services is 7 deliveries per day.
.



Item 0002
.


Provide all necessary labor, facilities, and management to perform DME set up and disassembly, according to SOW
.



The minimum DME equipment quantity is 50 and maximum DME quantity for set up and disassembly services is 200.
.




Item 0003
.


Provide all necessary labor, facilities, and management to perform DME minor repair services, according to SOW
.



The minimum DME equipment quantity for minor repair services is 50 and maximum DME quantity for minor repair services is 200.
.




Item 0004
.


Provide all necessary labor, facilities, and management to perform DME inventory management, according to SOW
.



*Provide quote for inventory management services on a six month basis.
.



Item 0005
.


Provide storage services for DME
.


4000 square feet storage space, according to SOW
.



The minimum DME storage space is 1 month maximum value is 6 months
.



Option Period 1- Period of Performance from April 1, 2010 to September 30, 2011.
.



Item 1001
.



Provide all necessary labor, facilities, and management to perform DME pick-up and delivery services, according to SOW
.



The minimum DME delivery service is 3 deliveries per day and maximum quantity of DME delivery services is 7 deliveries per day.
.



Item 1002
.


Provide all necessary labor, facilities, and management to perform DME set up and disassembly, according to SOW
.



The minimum DME equipment quantity is 50 and maximum DME quantity for set up and disassembly services is 200.
.



Item 1003
.


Provide all necessary labor, facilities, and management to perform DME minor repair services, according to SOW
.



The minimum DME equipment quantity for minor repair services is 50 and maximum DME quantity for minor repair services is 200.
.



Item 1004
.


Provide all necessary labor, facilities, and management to perform DME inventory management, according to SOW-
.



*Provide quote for inventory management services on a six month basis.
.



Item 1005
.


Provide storage services for DME
.
4000 square feet storage space, according to SOW
.



* The minimum DME storage space is 1 month maximum value is 6 months
.




Estimated number can increase or decrease over the contract period based on government needs.
.



Note: to be considered for award the contractor shall submit a quote including a price for each of the line items above.
.

Please consult the list of document viewers if you cannot open a file.

Amendment 1

Type:
Mod/Amendment
Posted Date:
August 26, 2010

Amendment 2

Type:
Mod/Amendment
Posted Date:
August 30, 2010
:
Department of Veterans Affairs;Service Area Office East-NCA 8;Tres Rios Blvd;27 Gonzalez Giusti Ave, Suite 600;Guaynabo PR 00968
:
Socary Rodriguez
Contract Specialist, Services Branch
Service Area Office East-NCA 8
(787)641-7582 ext. 47012
Socary.rodriguez@va.gov

Intern