Q999--VISN 09 Durable Medical Equipment (DME) Services

BACKGROUND: Veterans Integrated Service Network (VISN) 9 has an ongoing requirement to provide suitable Durable Medical Equipment (DME) to beneficiaries of the Department of Veterans Affairs (VA) at their residences. Orders for the specified services will be placed by five (5) VA facilities in VISN 9 using government purchase cards. This contract does not include purchase or rental of DME by the Government from the contractor. All DME shall be Government-owned or provided by the Prosthetics and Sensory Aids Service (PSAS). This requirement shall consist of taking the item from the Contractor s storage facility and delivering it to the Veteran Inconsistent between Veteran and patient. or may require pickup at the VA facility and subsequent delivery to the beneficiary s home. SCOPE: The contractor shall provide all supplies, materials, equipment, labor, supervision, transportation, infection control, storage, cleaning, delivery, sanitization, assembly/set-up, repair, pick-up and Veteran training/instruction in the use of Government-owned DME. This includes the provision of emergency DME repair and maintenance services. The contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Veteran Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The Veterans under this contract are served by five (5) VISN 9 VA Medical Centers in Memphis TN, Tennessee Valley Healthcare System (TVHS) comprised of Nashville & Murfreesboro TN, Louisville, KY, Lexington, KY and Mt Home, TN 24 hours a day, seven days a week, including holidays. The area of service shall be all Veterans serviced by these five (5) VISN 9 VA Medical Centers, including surrounding areas, regardless of where Veteran resides. Should a Veteran(s) be located within a zone that is not listed for that particular VA Hospital, but is within a zone listed through a separate VA Hospital, the Government reserves the right to purchase the services from the contractor awarded the contract for the zone that the Veteran resides in. The geographical boundaries have been detailed in the full solicitation herein and have been determined as the areas of responsibility/ jurisdiction for each local VA Medical Center. The contractor shall meet/exceed The Joint Commission on Accreditation of Healthcare Organizations (TJC) standards (the most current update, or any subsequent accreditation standards adopted by the VA) in the performance of this contract. Written documentation must be provided to support this requirement. The contractor shall be responsible for also obtaining all necessary permits and/or licenses required to perform services under this contract. The contractor shall abide by the State laws and regulations in which services are performed. The contractor shall comply with Department of Transportation (DOT) www.dot.gov/regulations.com, Federal Drug Administration (FDA) http://www.fda.gov/default.htm, National Fire Protection Transportation (NFPA) www.nfpa.orgicodes-and-standards.com, Occupational Safety and Health Association (OSHA) regulations www.osha.gov, and all current standards for suppliers of DME in the most current annual publication titled, "Accreditation Manual for Home Care" www.jointcommission.org/accreditation/home care.org. All subcontractors are subject to the same requirements as the prime contractor. The contractor shall be responsible for verifying that education and training are consistent with applicable legal and regulatory requirements and hospital policy; that the employee is licensed, certified or registered and that the individual is knowledgeable for his or her assigned responsibilities. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal, in order to be fully aware of the supplies and services required. CONTRACTOR RESPONSIBILITIES: The contractor shall provide services, supplies, and equipment as ordered, under the specified timelines. The contractor shall be responsible for coordinating, supervising, monitoring, and evaluating the care and service provided and shall assure the contracted services are performed in accordance with the terms of the contract. The contractor shall assure that its personnel meet the requirements of the contract and are competent to do the jobs assigned to them. It is the contractor s responsibility to schedule the times and dates for the delivery of services within the established timelines (Response Times). A phase-in/phase-out period, effective on the contract commencement date, is required in order to facilitate a potential change in contractor upon expiration of the current contract and to ensure continuity of service for Veteran care. The transition phase shall not exceed 45 days. This period shall be designated as a period for the transfer of Veterans from the incumbent to the successor contractor. A transaction schedule shall be provided to both the incumbent and successor contractor. The contractor shall provide and maintain adequate storage to accommodate Government-owned DME equipment including items picked up for repair. The contractor shall be directly responsible and accountable for all government property while it is under his/her possession and shall establish and maintain a system to control, protect, preserve, and maintain item(s) in optimal condition. The minimum estimated net usable square footage is 3000 sq. ft. of warehouse space dedicated for VA DME. The contractor shall be responsible for determining the amount of storage space required. It is recommended that the site be reviewed, and the actual square feet ascertained by the contractor. After storage site is determined, the contractor shall contact the CO and COR for approval. The contractor shall be capable of accepting drop shipments of DME at its facility that has been ordered by PSAS from various manufacturers and distributors. The contractor shall be able to accept shipments delivered by large trucks without lift gate capabilities. Upon receipt of the drop shipment, the contractor shall remove the DME from its packing/shipping cartons and inspect the DME for damages. The contractor shall notify PSAS of any damaged items within eight hours of signed receipt. If PSAS is unable to pursue a claim submission because of untimely inspection and notification of a damaged item, then the contractor shall be held liable for full replacement of theDoes the contract need to alert facility of receipt of items for receiving and/or proof of delivery? Inventory mgmt - john to send sop. Copy into here. damaged items. Following inspection of received DME, the contractor shall communicate with the ordering facility (Email with PO# in Subject) and provide the following information: (i) Specific Item Received, (ii) Quantity of that Item Received with proper Unit of Receipt, (iii) Date of Receipt, and (iv) signed copy of packing list or name of individual receiving items. If a packing slip is not provided by the courier, written description of items received with quantity and unit of receipt may be provided by the contractor. The contractor shall provide a full-time accessible employee with phone available from 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding government holidays. The storage facility shall be wheelchair accessible. Should the Veteran pick up equipment/supplies from the contractor's facility when authorized by the COR, no delivery charges shall apply. The Contractor shall maintain an electronic detailed real time inventory system accounting for all items in storage at the current time in the contractor's possession. The listing shall be legible and formatted to show type of equipment by brand name, model, serial, Item Master File Number, and condition of the equipment in the following categories: Medical Equipment, Ambulation Aids, and Miscellaneous. An electronic copy of the current weekly inventory shall be submitted electronically to the COR, or designee, of the applicable VA medical center no later than COB Friday, or day as determined by facility, of each week. The inventory list shall include all items issued to beneficiaries by beneficiary name, address, date of delivery and serial number, if applicable. The inventory shall separately list equipment that is ready for issue, equipment that requires repair, and equipment to be salvaged with appropriate Veteran nomenclature. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The electronic detailed real time inventory system (approved by each COR of each VA facility prior to start of contract) shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility. The Contractor shall have a covered vehicle to make pick-up and deliveries to Veterans. The vehicle shall be clearly marked easily identifying the contractor. The vehicle shall be decontaminated with appropriate cleaning solution. DecontaminationIs there an expected frequency or as needed? Cleaning and decontamination are related but distinct processes12345: Cleaning focuses on removing dirt, debris, and contaminants from surfaces. Decontamination involves removing or destroying contaminants to make something safe to touch. John to get back with me will be recorded and available for COR viewing at request. The vehicle shall be clean at all times and subject to an unannounced inspection by COR of the applicable VA medical facility. It shall also be equipped to separate clean equipment from dirty. Each side shall be clearly marked as Clean or Dirty . Clean equipment shall be kept in clear plastic bags. Dirty equipment shall not be kept in plastic bags. The vehicle shall be maintained as required by The Joint Commission Accreditation requirements. In no event shall the contractor transport partial loads to the storage warehouse while leaving items for storage behind. The VA Chief Warehouse, or designee, shall verify, initial, and date these loads for the contractor. All delivery trucks shall maintain a sufficient stock of essential and frequently used parts to facilitate repair in the home, especially repairs of manual/electric beds, Veteran lifts and low air loss mattresses. If equipment is drop-shipped to a Veteran home from the equipment manufacturer, the contractor may be issued a task order to perform set-up/assembly and provide training. GOVERNMENT FURNISHED EQUIPMENT: Government furnished equipment may include, but not limited to, Fully, or Semi, Electric Hospital Bed with Full, or Half, Safety Rails, Regular or Specialty Hospital Bed Mattresses, Hospital Bed Trapeze, Over Bed Tables, and Patient Lifts. Additional items may include wheelchairs, walkers, and scooters. PERFORMANCE, DELIVERY, INSPECTION, ACCEPTANCE: Emergency Procedures: The contractor will provide emergency service 24-hours a day, seven days a week, including holidays. The contractor shall accept emergency telephone calls from the COR and/or the Veteran. The contractor shall respond to the emergency phone call within one (1) hour of notification. Service shall be completed within 8 hours after notification. If the Veteran is requesting the emergency, or service call on an equipment problem, the contractor shall notify the appropriate COR immediately thereafter of this request during VA's normal working hours. Response Times: The contractor shall contact the Veteran for an appointment within 24 hours of notification from the individual VAMC's Contracting Officer Representative (COR) request for service ( VA Purchase Order) and shall be delivered and/or picked up no later than 48 hours from date of order to deliver, unless the Veteran requires a later date which will be noted in the Veteran recordHow is this verified? Trip log? From definitions? Vendor submits call log with completed packet . Documentation/records annotating Veteran requests for delivery/repairs outside the normal response times must be provided at time of billing/invoicing. All deliveries/pickups for the Veteran shall be made between the hours of 8:00 a.m. to 6:00 p.m. Monday through Saturday, unless prearranged by the Veteran or authorized representative with the contractor. Telephone calls to schedule appointments shall also only be made between the hours of 8:00 a.m. to 6:00 p.m. Prior to each delivery or pickup arrangements shall be made with the Veteran, advising him/her of the approximate time of arrival (4-hour window.) If an unforeseen situation arises that shall delay the contractor's time of arrival, contact shall be made with the Veteran notifying his/her of the same. Deliveries shall not be left unattended at the beneficiary s home. If the pick-up/delivery call is made more than 24 hrs. in advance, the Contractor must make a reminder call within 24 hrs. of the scheduled pick up/delivery. The COR shall initiate trips for pick-up and delivery with the contractor, by means of a VA pickup and delivery form which will be submitted by each individual medical center. The Government may fax the request or may send via e-mail with PKI encryption.PKI is required under Task 4 h. Revise with PKI, not if The contractor shall be furnished the name, last four of the Veteran beneficiary's social security number, address and phone number of the individual to whom deliveries/pick-ups are intended. The contractor shall be responsible for verifying the address of the Veteran and ensuring that Veteran/caregiver is home when delivery is scheduled. The VA assumes no liability for additional trips required if the Veteran is not at home when deliveries are attempted. The contractor shall maintain a trip log enabling the COR to verify trips scheduled on a given day. Trip log will contain a listing of all deliveries for each day listing name of Veteran, items delivered, confirmation of delivery, prior delivery notification call confirmation, and notice of delayed delivery. Trip log will be provided with weekly electronic inventory. Trip cost shall be determined at the time the delivery/pick-up authorization is prepared and provided to the Contractor. Items for delivery shall be picked up at the VA Medical Center warehouse and/or Contractor s place of storage. Occasionally, it shall be necessary for the Contractor to pick-up equipment from the Veteran s residence and deliver it back to the Medical Center/place of storage. Trips requiring either delivery or pick-up, the cost is based upon the CLIN listed in the pricing schedule. For trips requiring delivery and pick-up at the same residence, only one delivery/pick up fee will be paid for. The contractor shall pick-up government-owned equipment from the VA designated area and store the equipment within the place of business at no additional pickup/delivery charge. When more than one pickup or delivery is required per purchase order at the same location, the contractor agrees to coordinate such delivery/pick up with the VA and charge for a single delivery/pick up fee. Delivery/pick up charges includes all mileage. The Contractor will transact business only with the appropriate offices of VA Medical Center and in no case deal directly with or solicit beneficiaries of the VA. The Contractor shall not recommend to Veterans, caregivers, and/or family members served under this contract additional products, services, or opinions nor offer to supply products or services at either participating VAMC or Veteran s expense. The contractor shall set up/install DME equipment per manufacture instructions. The area of set up is the Veteran s preference. The contractor is not expected to relocate Veteran s furniture to make space for equipment being delivered. The contractor is responsible for removing all packing materials that are on-site. No additional charges shall be made for installation of new equipment or supplies. Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government. The Contractor shall ensure that all parts and pieces of the equipment are present and proper working condition before attempting delivery. Failure to do so may forfeit claim for payment of related trip to complete the delivery. The contractor shall check the adequacy of the electrical outlets in the Veteran s home. Electrical outlets will be inspected and tested to ensure that voltage level is adequate for the item being installed, polarity is correct, ground is present, and the outlet is in good physical condition. Unsafe electrical conditions shall be immediately reported to the COR. If the home cannot accommodate the electrical requirements for the DME in accordance with manufacturer specifications, delivery shall be deferred until identified electrical deficiencies may be corrected. No electrical equipment shall be installed or left in the Veteran s home without specific instructions from the COR. The Veteran shall be informed of the need to have the electrical system evaluated and upgraded/repaired by a qualified electrician. Permanent installation to walls, ceilings, floors, etc. is specifically excluded from this contract. The contractor shall not proceed with the work unless authorization is issued from the COR. No charges shall be made for the estimate. The VA reserves the right to reject the Contractor s estimate and may procure these services from a separate contractor. The contractor s staff shall be alert to structural or environmental problems which might make installation unsafe. The contractor shall provide written documentation and acknowledgement by Veteran of any unsafe condition that cannot be corrected. If, through no fault of the Contractor, the Veteran refuses acceptance of the equipment being delivered after the Contractor has made the trip, payment shall be made on the same basis as though delivery had been made. Contractor shall notify the Veteran/Caregiver of specific equipment that will be delivered to the home prior to delivery. The Contractor shall contact the COR immediately for re-authorization in all cases prior to re-delivery for all refusals. The contractor shall obtain the Veteran/caregiver signature of refusal, state the reason for refusal and submit it with the invoice. In the event there are unforeseen conditions (i.e. Veteran passes away/moves, acts of God, etc.) after the Contractor has begun authorized work on behalf of the beneficiary, the Contractor shall immediately inform the Prosthetics Department prior to completion of the work. Prosthetics will determine if work shall be completed, discontinued, or changed at that time, and disposition of equipment and parts shall be determined by the Prosthetics Department. If the Contractor is instructed not to complete the work by the Prosthetics Department, the Contractor shall be reimbursed for the portion of the job that has been completed. The Contractor shall be required to certify to these circumstances for invoicing purposes in lieu of written proof of delivery. Repair service is defined as the labor, parts, and material to restore to first class operating condition. The contractor shall guarantee all materials and workmanship for a period of ninety (90) calendar days from the date of the repair or reissue. The Contractor will also verify with the manufacturer for warranty coverage for repairs prior to billing VA. The Contractor shall not be compensated by VA or the Veteran for any work performed under warranty. The hourly rate for labor for repairs after approval has been received from the COR from the applicable VA medical center, shall be as specified in the price schedule. Any additional time less than a full hour shall be prorated in one-fourth increments. Labor charges will be computed from the time work commences until work is completed, regardless of whether the work is performed at the contractor s site or at the beneficiary s residence. If equipment needs repairs before it can be reissued, the contractor agrees to submit an estimate of charges to the COR of the applicable medical center within 72 hours. Repair estimates shall include the name and social security number of the Veteran from whom the items were picked up. The contractor shall make incidental repairs which will be included in the hourly cost. If a major repair is required as specified by the COR, a separate purchase order shall be issued after approval of the repair for major parts. However, the VA reserves the right to make the repairs or order the repairs from a separate source. Do not proceed with repairs of major parts without a separate purchase order number. The equipment and/or accessories are to be placed in first class condition suitable for reissue within five (5) calendar days after date of pick-up, or when parts are involved, within a time mutually acceptable with the COR. If equipment delivered is not in working condition, the contractor shall not be reimbursed for delivery. Repairs shall be performed in accordance with the manufacturer's instructions by appropriately Certified trained personnel. The contractor shall maintain a local repair service at each branch or agent where used Government owned property will be stored at that branch or agent. Combined repair and setup/disassembly charges are not permitted in the same job. However, if a manual hospital bed requires replacement by an electric hospital bed because the semi-electric bed is no longer medically suitable, then setup/disassembly charges may be authorized. METHOD OF PAYMENT: The Government s preferred method of payment is Government Purchase Card (GPC) administered through VA Authorized Banking Service. The contractor shall be able to participate and accept the Government Purchase Card. The contractor shall have Level 2 Billing capability which consists of the contractor being able to provide purchase order number in the vendor order block. The Purchasing Agent of the applicable medical center shall place an order by giving the contractor their credit card number and purchase order authorization number. SERVICE AREAS: The geographical boundaries determined as the areas of responsibility/jurisdiction for each local VA Medical Center is as follows: NOTE: Boundaries extend into neighboring states. Nashville, TN & Murfreesboro, TN (supported counties by state): Tennessee: Area (1) Bedford, Benton, Bledsoe, Bradley, Cannon, Cheatham, Clay, Coffee, Cumberland, Davidson, Dekalb, Dickson, Fentress, Franklin, Giles, Grundy, Hamilton, Hickman, Houston, Humphreys, Jackson, Lawrence, Lewis, Lincon, Loudon, Macon, Marion, Maury, Marshall, McMinn, Meigs, Monroe, Montgomery, Moore, Morgan, Overton, Perry, Pickett, Polk, Putnam, Rhea, Roane, Robertson, Rutherford, Scott, Sequatchie, Smith, Sumner, Stewart, Trousdale, Van Buren, Warren, Wayne, White, Williamson, Wilson Area (2) Claiborne, Hancock, Hawkins, Sullivan, Johnson, Carter, Unicoi, Washington, Greene, Cocke, Sevier, Jefferson, Hamblen, Grainger Kentucky: Area (3) - Allen, Barren, Calloway, Christian, Clinton, Cumberland, Logan, Metcalfe, Monroe, Simpson, Todd, Trigg, Warren, Wayne. Alabama: Area (4) Madison, Jackson, DeKalb Georgia: Area (5) Dade, Catoosa, Murray, Walker, Whitfield Memphis, TN VAMC (supported counties by state): Alabama: Area (7) Franklin, Lauderdale, Marion, Arkansas: Area (8) - Clay, Craighead, Crittenden, Cross, Greene, Jackson, Lawrence, Lee, Mississippi, Monroe, Phillips, Poinsett, Randolph, St. Francis Kentucky: Area (9)- Calloway, Hickman, Fulton, Graves, Mississippi: Area (10) Alcorn, Benton, Bolivar, Carroll, Chickasaw, Clay, Calhoun, Coahoma, DeSoto, Grenada, Itawamba, Lafayette, Lee, Leflore, Lowndes, Marshall, Monroe, Montgomery, Oktibbeha, Panola, Pontotoc, Prentiss, Quitman Sunflower, Tallahatchie, Tate, Tippah, Tishomingo, Tunica, Union, Washington, Webster, and Yalobusha Counties. Missouri: Area (11) - Dunklin, New Madrid, and Pemiscot Counties Tennessee: Area (12) - Benton, Carroll, Chester, Crockett, Decatur, Dyer, Fayette, Gibson, Hardeman, Hardin, Haywood, Henderson, Henry, Lake, Lauderdale, McNairy, Madison, Obion, Shelby, Tipton, and Weakley counties. Mountain Home, TN VAMC (supported counties by state): Kentucky: Area (13) Bell, Harlan, Knox, Knott, Perry, Leslie, Letcher, Whitley; Tennessee: Area (14) Carter, Cocke, Greene, Hancock, Hawkins, Johnson, Sullivan, Unicoi, Washington, Anderson, Blount, Campbell, Claiborne, Grainger, Hamblen, Jefferson, Knox, Loudon, Monroe, Sevier, Union, Scott, Morgan, Roane; Virginia: Area (15) Buchanan, Dickenson, Grayson, Lee, Russell, Scott, Smyth, Tazewell, Washington, Wise; North Carolina: Area (16) Ashe, Avery, Allegany, Watauga, Yancey, Mitchell, Wilkes Lexington, KY VAMC (supported counties by state): Central and Southeastern KY Counties: Area (17) - Anderson, Bath, Bourbon, Boyle, Breathitt, Clark, Clay, Estill, Fayette, Fleming, Franklin, Gerrard, Harrison, Jackson, Jessamine, Laurel, Lee, Lincoln, McCreary, Madison, Mason, Menifee, Mercer, Montgomery, Morgan, Nicholas, Owsley, Powell, Pulaski, Robertson, Rockcastle, Rowan, Scott, Wayne, Whitley, Wolfe, Woodford Louisville, KY VAMC (supported counties by state): Kentucky Counties: Area (18)- Adair, Grayson, Breckinridge, Green, Bullitt, Hancock, Carroll, Hardin, Hart, Casey, Henry, Clinton, Jefferson, Davies, Larue, Edmonson, McLean, Marion, Meade, Metcalfe, Nelson, Ohio, Oldham, Owen, Russell, Shelby, Spencer, Taylor, Trimble, Washington Area (19) - Bourbon, Fleming, Lincoln, Nicholas, Scott, Boyle, Franklin, McCreary, Montgomery, Rockcastle, Breathitt, Garrard, Madison, Owsley, Wayne, Clark, Harrison, Mason, Powell, Whitley, Clay, Jackson, Menifee, Pulaski, Wolfe, Estill, Jessamine, Mercer, Robertson, Woodford, Fayette, Laurel, Morgan, Rowan Area (20) - Boone, Carter, Martin, Knox, Bracken, Pendleton, Lawrence, Leslie, Campbell, Elliott, Magoffin, Letcher, Gallatin, Floyd, Pike, Perry, Grant, Greenup, Bell, Kenton, Johnson, Harlan, Boyd, Lewis, Knott Indiana Counties: Area (21) Clark, Crawford, Dubois, Floyd, Perry, Harrison, Jackson, Jefferson, Orange, Scott, Spencer, Warrick, Washington ****PLEASE SEE SOLICITATION, WHEN ISSUED ON/AROUND JUNE 2,2025 , FOR COMPLETE PERFORMANCE WORK STATEMENT.***** This requirement will be procured by way of FAR Part 15, Contracting by Negotiation. The evaluation factors under consideration for this requirement will be available upon the solicitation release, which is anticipated to be on or around June 2, 2025. This requirement is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under the authority of 38 U.S.C §8127 (d). To be considered for award, Contractors must be registered, and CVE verified in SBA VetCert at https://veterans.certify.sba.gov. In addition to the requirements as set forth in the solicitation notice (to be issued), the proposed contractor must also be determined responsible in accordance with FAR Part 9. The Contracting Officer will determine responsibility prior to award any award being made. Questions related to this requirement will only be addressed in writing by way of email to the Contracting Officer at [email protected]. The Solicitation Number and VISN 9 DME Services must be included in the subject line of all questions related to this requirement.