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Beckley WV VAMC - Durable Medical Equipment Request for Information Only

General Information

Document Type:SRCSGT
Posted Date:Dec 21, 2018
Category: Medical Services
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 306A;Martinsburg WV 25405

Description

Page 9 of 15 This is a sources sought announcement for information and planning purposes only. This is not a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. A contract may not be awarded because of this sources sought announcement. The purpose of the sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(A), Hubzone and other small businesses interested and capable of performing the work. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possess the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice should be sent to Linda.Smith6@va.gov no later than January 8, 2019 at 1400 EST. The following information must be provided: (A) Name of company (B) Address (C) Point of contact (D) Phone and email (E) Duns number (F) Cage Code (G) Tax ID number (H) Type of small business (I) Capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. BECKLEY, WV VA MEDICAL CENTER DURABLE MEDICAL EQUIPMENT Section 1- Introduction / Background Information Intent Beckley, WV VA Medical Center has a need for DME services to beneficiaries in Virginia and West Virginia. The Contractor shall be responsible for providing Government-Supplied Durable Medical Equipment (DME) pickup, setup, installation, disassembly, repair, preventive maintenance, site assessment, disposal, storage and delivery services to all beneficiaries serviced by Beckley, WV VA Medical Center. The contractor shall provide transportation of equipment, equipment services, labor, supervision, patient education, safety management, infection control, as necessary for patients receiving DME services, as specified under this Request for Proposal (RFP). These services shall be required between the hours of 8:00 a.m. and 8:00 p.m., Monday through Saturday, except in cases of emergency. The contractor shall be staffed at the location to include a technician and warehouse staff, stocked to render services provided in accordance with all terms and conditions of this RFP for the duration of the performance period. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal to be fully aware of the supplies and the services required. Failure to do so will not relieve the offeror from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government. Roles and Responsibilities: Clinicians orders for the provision of DME equipment in the home are processed through the Prosthetic and Sensory Aids Service (P&SAS) at the respective Medical Center. Initiation of delivery and pick up of equipment, and resolutions of problems related to equipment or patient care are under the direction of the COR or designee. The Contractor has responsibility for providing services, supplies and equipment as ordered, under the timelines specified. The contractor shall be responsible for coordinating, supervising, monitoring, and evaluating the care and service provided and shall assure that the contracted services are performed per the terms of the contract. The contractor shall also assure that its personnel meet the requirements of the contract and are competent to do the jobs assigned them. The VA shall monitor the contractor s performance through contractor site inspections, patient s home inspections, record checks, patient satisfaction/complaints, monthly review of invoices for accuracy and review of contractor submitted performance improvement data. Monitors will focus on timeliness of equipment delivery; timeliness of repairs or maintenance; accuracy of required documentation submitted, and adherence to Joint Commission standards. It is the contractor s responsibility to schedule the times and dates for the delivery of services within the timelines established (see Timeliness of Services). Deliveries shall not be left unattended at the beneficiary s home, unless prior arrangements are made with the beneficiary and documentation exists that the beneficiary has knowledge of proper use of equipment. Administrative Requirements for Contractor Employee Competencies: The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The Contractor is required to maintain records that document competence/performance level of Contractor employees working on this contract in accordance with Joint Commission standards and other regulatory body requirements. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site, any Contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed. When changes in Contractor personnel occur, the Contractor shall provide evidence of orientation, the current competence assessment, and current performance evaluation to the COR or designee within 5 working days of the change. Contractor Facilities/Storage: All VA equipment/supplies shall be stored on, or within single premises occupied by the Contractor for each respective Medical Center within their designated Zone. If services are provided from another facility or other storage locations, approval is required by the COR or designee. Contractor is to provide at each single premise a fax machine, telephone, or the ability to scan and e-mail receipt documents for delivered supplies or equipment. Contractor shall provide storage for VA beneficiary equipment/supplies. The storage space requirement for each Veterans Affairs Medical Center (VAMC) shall be a minimum of 3,000 square feet and available always. The Contractor shall be solely responsible for determining the design, pattern, or plan of storage area taking into consideration shelving, bins, and any other elements necessary for proper storage of VA equipment/supplies. Area should be designed and maintained for ease of inventory reconciliation and maintenance, and conform to all applicable national, state, and local Fire Protection Association codes. Storage areas provided shall be clean, dry, dust kept to a minimum; climate controlled, well lighted, equipped with fire extinguishers, and is well ventilated. Area shall be safe, walkways free of electrical wiring and other safety hazards, and contain appropriate signage, i.e., NO SMOKING, EXIT, CLEAN AREA, CONTAMINATED AREA, etc. Storage area shall be protected always against theft, vandalism, fire, severe weather, and pilferage. Area will contain signage U. S. GOVERNMENT PROPERTY NO TRESSPASSING. Storage area shall have clearly defined/labeled and separate areas to store clean, soiled, damaged in-repair, scrap equipment as well as a separate area for items pending delivery purchase order generated and received. All VA owned equipment and supplies shall be stored separately from any vendor owned equipment. Any equipment that has been approved to be returned to the warehouse for reissue shall be cleaned, bagged, tagged, dated, and ready for issue. All equipment/supplies shall be arranged in such a manner as to afford immediate inspection and enable easy access for inventory reconciliation. This area shall contain adequate and appropriate supplies needed for proper cleaning and sanitizing, bagging and tagging, as well as protective equipment to guard against infection such as rubber gloves, gowns, masks, safety glasses, eye wash stations, a first aid kit, and be arranged in a neat and orderly fashion. Appropriate signage shall be in place and include universal precautionary measures. The relocation of existing inventory from present VA storage facility to newly awarded Contractor s storage facility shall be the responsibility of the newly-awarded Contractor and shall be at no charge to the Government. Arrangements for the moving and transfer of VA equipment/supplies shall be made between the old Contractor and the new Contractor and be completed within (5) business day of the contract period. The storage facility shall be equipped with adequate electrical outlets for testing of electrical pieces of equipment such as motorized beds, battery chargers, etc. A separate area shall be designated for items determined by the Chief, Prosthetic Treatment Center as scrap/non-issue. This area shall be protected and secured against theft, pilferage, vandalism, and be marked as Scrap - U. S. Government Property, No Trespassing. Items contained therein shall be disposed of periodically in accordance with established procedures. SECTION 2: Scope / Performance Requirements: Specific Tasks All issuing and follow-up care provided under this contract shall be provided in accordance with all current Joint Commission standards. Contractor shall be Joint Commission Accredited or equivalent for Home Care and shall maintain the certification or equivalent for the duration of the contract. If the contractor is re-surveyed by Joint Commission or equivalent during the contract term, the contractor shall notify the Contracting Officer of survey dates, the outcome of the survey, and provide copies of new certificates as issued. Contractor s facilities may be inspected by the respective Medical Center prior to the contract award. Subcontractors shall follow Joint Commission or equivalent standards and shall be monitored by the contractor for compliance. Contracting Officer s Representative (COR) or designee shall be notified if a subcontractor is utilized. The contractor s comprehensive procedure manual shall become part of this contract. The manual shall include but not limited to delivery/set-up, infection control, safety, rights and responsibilities, inventory, employee training (to include age specific), competency records, performance improvement. a. Transition Period SUBTASK 1 TRANSITION IN A transition shall ensure minimum disruption to vital Government business. The contractor shall ensure there will be no service degradation during and after transition. The contractor shall propose a draft Transition Plan and present a finalized Transition Plan for the migration of current systems and operations within five (5) working days after award. Transition Period: To ensure uninterrupted timely delivery of DME services to Beckley, WV VA Medical Center Veteran beneficiaries, a transition period will be established to obtain warehouse space, hire personnel, inventory and transfer equipment and transfer Beneficiary information. Contract awardee will be required to work with the incumbent contractor during the transition period to provide a smooth and orderly transition from the current contract to the new contract. The offeror shall submit with the proposal a Transition Plan that describes the process, details, and schedule for providing an orderly transition during the Contract s Transition Term stated in the Period of Performance. The objectives of the Transition Plan are: to minimize the impacts on continuity of operations; maintain communication with staff and affected communities; identify key issues; and overcome barriers to transition. The offeror will be responsible for performing due diligence to ensure that all the transition activities are identified, negotiated, and completed during the Transition Term. The offeror shall establish a transition management team capable of providing overall management and logistical support of all transition activities. The offeror shall develop and submit with their proposal a resource-loaded project management schedule with milestones and measurable commitments and then after award will be required to report status of the transition to the Contracting Officer on a regular basis, through periodic meetings and/or through regular written reports. The activities performed during the Transition Term shall begin on the effective date of the Contract. Successful offeror(s) must be able to stand up a warehouse for each of the designated areas they propose for with proper manning and warehouse/delivery equipment to properly store and delivery DME to the Veteran Beneficiaries. b. Performance Requirement: Timeliness of Services Upon receipt of a VA purchase order, the Contractor shall deliver and set up in the veteran s residence all equipment and supplies ordered. Initial contact with the patient occurs immediately upon receipt of the order. Fulfillment of the requested service shall be completed within three (3) working days from receipt. All attempts to contact the Veteran for setup/delivery must be document and provided to the COR or designee. Emergency services may be required when requested by the COR or designee. These services shall be provided within four (4) hours of receipt of request In the event Contractor is unable to meet those delivery times, the Contractor shall notify the COR, designee or purchasing agent making the equipment request immediately. The VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there from. Contractor shall maintain a daily log of orders received and shall fax this log to the respective Medical Center COR or designee at the end of each business day. All paperwork relating to completed deliveries should be provided to each facility on a weekly basis. Performance Requirement: Delivery Equipment/supplies covered under this contract include, but not limited to, all DME items as described in the Glossary of the Joint Commission Accreditation Manual for Home Care. Equipment/supplies shall be properly secured while in route to and/or from the beneficiary s residence to prevent damage to VA owned equipment. Contractor shall be liable for damage to VA owned equipment in their possession. Items of equipment requiring no assembly shall be removed from the carton at no cost to the Government prior to delivery to the beneficiary or the Prosthetics and Sensory Aids Service, and inspected to ensure that all parts and pieces of the equipment are present and operable before attempting delivery. Failure to do so may forfeit claim for payment or related return trips to complete the delivery. Under no circumstance should parts be removed from new equipment to be used for repairs or to complete a delivery. The Contractor is to notify the COR of any missing/damaged equipment. The Contractor shall deliver new and/or used equipment/supplies as required by each Purchase Order and maintain accurate inventory maintenance. The contractor will provide a monthly inventory listing of VA owned equipment. At no time, shall the Contractor deliver equipment/supplies other than what was requested without prior approval by the COR or designee. Contractor bears the responsibility to notify the COR or designee when he/she questions the serviceability of equipment by documenting on the invoice for pickups as scrap and/or providing an estimate for repair of said item. The COR or designee retains the sole right to condemn equipment and shall visit the Contractor s place of business as they deem necessary to inspect scrap equipment, conduct inventory counts, or other business as set forth in this contract. The Contractor shall be furnished the name, address, and telephone number of the individual to whom deliveries/pickups are intended. The Contractor shall visit the beneficiary s residence in the performance of this contract by appointment only, between the hours of 8:00 a.m. and 8:00 p.m., Monday through Saturday, except in cases of emergency. Beneficiaries shall be contacted to schedule an appointment for delivery/pickup at the Contractor s expense and only between the hours of 8:00 a.m. and 8:00 p.m. A record of all contacts made shall be included with each invoice submitted. Appointments to make deliveries/pickups shall be given within four (4) hour time slots, i.e., between 8:00 a.m. and 12:00 Noon; between 10:00 a.m. and 2:00 p.m., etc. If contact cannot be made to a beneficiary within three consecutive workdays after receipt of the delivery/pickup order, the Contractor shall contact the COR or designee for guidance. If the COR or designee and/or the vendor is notified of the death of a beneficiary served under this contract the notified party shall inform the other party of said death. If, through no fault of the Contractor, the beneficiary refuses acceptance of the equipment being delivered after the Contractor has made the delivery trip, payment shall be made based on Zones found on Attachment C, with documentation made of the reason refused on the invoice along with a signed statement by the Veteran refusing the items. The Contractor shall advise the beneficiary/caregiver to direct all question/concerns relating to the equipment delivered/picked up/repaired to the COR or designee and other medical needs to his/her physician. Performance Requirements: Pickup The Contractor shall make all pickups within the established zones for the medical facility they serve. The Contractor shall document all discrepancies, such as missing equipment or equipment that cannot be located, on the invoice that has been requested by the VA to be picked up. All items picked up shall be cleaned with an antiseptic/germicidal hospital approved solution, inspected and bagged and/or tagged and dated before final disposition... Scrap Items may either be picked up by the VAMC or delivered to the VAMC by the contractor to be properly disposed of or at the COR s or designees request. VA Logistics can inspect items on site to determine methods for scrap disposal. Any revenue generated because of scrap disposal will be remitted to the VA. Items waiting to be cleaned shall be stored in a designated location, clearly marked until such services are completed by the vendor. See Section on Contractor Facility/storage concerning soiled equipment. All equipment placed in the SCRAP area shall be disposed of upon approval of the COR or designee and after proper reconciliation by both parties. A separate inventory shall be maintained on these items awaiting disposition. All documentation of disposition shall be completed and turned in to the COR or designee on the same day the scrap is disposed of. Performance Requirement: Delivery Charges Delivery charges under this contract shall be based on a flat rate zone charge with the zones radiating out from the Beckley, WV VA Medical Center. The Zones are based on the counties surrounding the facility. Refer to Attachment C for a listing of the zones for each facility. In rare instances, it will be necessary to make a delivery/pick-up beyond the last zone for the Beckley, WV VA Medical Center; a separate delivery charge will be used for these occurrences. For billing purposes, the trip ticket shall identify the VAMC where the delivery/pick-up originated, the name and address of the Veteran where the delivery/pick-up was made. Performance Requirement: Mattresses The Contractor shall properly dispose of all used mattresses. No mattresses shall be reused at any time. Used mattresses shall not be stored or returned to any location for storage, but shall be cut/sliced, rendering them unusable and disposed of in a timely manner. Documentation of mattress destruction shall be included on the invoice that corresponds to the pickup. Disposition may include, but is not limited to, burning, shredding, or any other means allowable by Federal or State standards. This applies to standard hospital bed mattresses: coiled, foam or gel overlays. Specialty hospital bed mattresses for the prevention of bed sores (i.e., air mattresses, Ken-air, SAM (self-adjusting mattress), etc. are excluded. Performance Requirement: Plan of Care As appropriate, the equipment and related medical supplies/services shall be provided in accordance with a physician s order. An individualized plan of care/service shall be implemented for each patient by the Contractor. Education and training in the care, routine maintenance, mechanical operation, and safe use of the equipment shall be provided to the patient/caregiver by a qualified individual in a language or form the patient/caregiver can reasonably understand and demonstrate. A sample of all educational materials provided shall be a part of the Contractor s Policies and Procedures Manual, and documented on the Patient Education Checklist that accompanies each invoice. The COR or designee shall be responsible for coordinating and ensuring compliance with contract requirements resulting from purchase orders issued to the Contractor as part of the patient s plan of care. The COR or designee shall be responsible for notifying the requesting VAMC ordering physician of any problems/concerns reported by the Contractor because of consults/prescriptions processed. The Contractor shall be responsible for implementing the plan of care under conditions and terms set forth in the contract and/or notifying the COR or designee of any patient related problems and/or concerns or issues encountered within four (4) hours of discovery. The Contractor shall be involved in the discharge process when notified by the COR or designee to pick up the equipment. Performance Requirement: Sentinel Events/Incident Reporting The Contractor shall have a policy for reporting and documenting all accidents and injuries and documenting safety hazards, and be a part of the Contractor s Standard Operating and Procedure Manual. All accidents, malfunctions, injuries, deaths, and equipment recalls, related to the provision, delivery and use of DME, shall be immediately reported to the COR or designee and to the manufacturer of the equipment, if applicable. The Contractor s employees that are providing the equipment and related services to meet the needs of patients shall have current education, training, and experience appropriate to the equipment and scope of services provided and demonstrates knowledge and competence. Performance Requirement: Quality Assurance Surveillance Plan The contractor s comprehensive procedure manual shall become part of this contract. The manual shall include but not limited to delivery/set up, infection control, safety, rights and responsibilities, inventory, employee training, education, licensure and competency records, employee immunizations, patient education plan, performance improvement plan, etc. The Contractor shall furnish the Prosthetics and Sensory Aids Service with a copy of their Standard Operating Procedure Manual, employee competencies and training and updates as they occur, quarterly reports of quality assessment and performance improvement activities, and patient satisfaction survey results. Safety and infection control procedures as well as documentation of all education and training received by personnel servicing this contract shall be a part of this manual. Education on safety and infection control is required on a yearly basis. The contractor s performance improvement reports shall be provided to the VAMC s. They will be submitted on a quarterly basis, based on the Federal Government s Fiscal Year which runs from October 1 to September 30. Therefore, reports would be due no later than the last business day of January, April, July, and October. The service by the contractor shall clearly show a commitment to courtesy and concern to the veteran and his caregivers by all personnel concerned in the furnishing of services as specified under the terms of this contract. Before entering a patient s home, the contractor s representative(s) shall present a picture identification card/badge to the patient/primary caregiver and verbally identify themselves. The contractor s representative(s) will ask permission to enter the home. All costs associated with obtaining cards/badges are the contractor s responsibility. Special Requirements: Accreditation: The contractor shall meet or exceed all Joint Commission standards or equivalent for all services provided herein. Contractor shall submit proof of meeting or exceeding all Joint Commission standards or equivalent as part of its technical proposal, and shall maintain that accreditation throughout the term of the contract. The Joint Commission standards or equivalent requirements may be assessed at www.jointcommission.org or similar accreditation standards web sites. Site Inspections: On-site Contractor and VA beneficiary visits will be made on a scheduled and unscheduled basis. The Contracting Officer and/or the COR or designee and, other VA employees as necessary, will conduct contractor site inspections. The purpose of these inspections is to monitor the Contractor s performance as it relates to the contract and commercial practices. The Contractor agrees to make available all records and documentation necessary during such visits. In addition, the Contractor agrees to visits by an accrediting body or other Government representative accompanied by the Contracting Officer, COR or designee necessary to review the contract services. These visits shall be allowed at no additional cost to the Government. Delivery Orders: Delivery orders will be issued under the contract by the COR or designee. The COR or designee will place orders for supplies or services. Each order will contain the beneficiaries name, home address and telephone number as well as the type of supplies or services prescribed. Orders may be placed by telephone, fax, or PKI secured email. If a delivery order is placed verbally a written copy of the verbal delivery order will be transmitted to the Contractor within 24 hours of placing the order. Confirmations shall be required for an order placed. NOTE: All delivery orders placed against this contract are to be paid by the Beckley, WV VA Medical Center. Invoices shall be sent by mail or fax to the ordering facility. Delivery shall be made to the appropriate VA facility, nursing home, or patient s residence specified in the order. Contractor shall provide a single source entry system/office for VA facilities to submit delivery orders Documentation: The Contractor shall maintain documentation of all orientation programs and background checks for all employees involved in delivery/recovery of DME equipment. All documentation shall be furnished to the Contracting Officer prior to commencement of work activities, and shall be updated as employees enter / exit service on the contract. At a minimum, topics should include safety and equipment management such as; electrical requirement, back-up systems, equipment safety checks, troubleshooting, equipment set-up, infection control procedures, patient confidentiality and handling procedures. Annual competencies are required. Reports: The Contractor will provide a written, quarterly report meeting all Joint Commission Standards or equivalent accreditation for improving organizational performance. The Joint Commission standards may be accessed at www.JointCommission.org. A complete listing of all reports and the timelines for submission is outlined in Attachment A. Solicitation of Beneficiaries: Contractor shall follow the COR delegation of authority relative to any aspect of the contract. Contractor agrees he/she shall not directly or through his/her dealers solicit the beneficiaries of the Department of Veterans Affairs. The Contractor shall only contact the patient or caregiver to arrange for rendering services or supplies authorized by VA. HIPAA Compliance Contractors and any subcontractors shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department of Veterans Affairs is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor will be required to enter a Business Associate Agreement (BAA) with VHA. Business Associates shall follow VHA privacy policies and practices. All Contractors and business associates shall receive privacy training annually. For Contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing the VHA National Policy Training, other VHA approved privacy training or contractor furnished training that meets the requirement of the HHS Standards for Privacy of Individual Identifiable Health Information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA Privacy Policy training. Proof of training is required. Contractors shall require its employees who have access to patient information to take annual privacy training at the Department of Veterans Affairs website. The website is available at http://www.vhaprivacytraining.net/frame.htm. Confidentiality & Security Measurements Confidentiality: VA will provide the Contractor with access to pertinent medical information for the purposes of providing a service to the VA. The Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of breach of confidentiality. Contractor shall adhere to Health Insurance Portability and Accountability Act (HIPAA) standards when available. Any person who knowingly or willingly discloses confidential information from the VA may be subject to criminal penalties. All documentation related to the patient s records during the duration of this contract is the property of the VA and will be returned to the VA by the Contractor upon the termination of non-renewal of this contract. Authorization to release Information: The Contractor shall be subject to the Privacy Act of 1974. Federal Acquisition Regulations 52.224-I, Privacy Act Notification, and 52.224-2 Privacy Act, are provided in full text in the Addendum, The Contractor is not authorized to release any information. The VA is the sole entity authorized to release any information upon written authorization from the patient. Patient Medical Information: Contractor personnel who obtain access to medical records or access hardware/software that may store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for infection with HIV, medical quality assurance records, or any other sensitive information protected under 38 U.S.C. 4132 or 3305, as defined by VA, shall not have access to the records unless necessary to perform the requirement. Any contractor employee required to access pertinent data shall not disclose to other Contractor employees that are not involved in the performance of this task. Any violation of these provisions may involve imposition of criminal penalties. Patient Medical Records Handling, Storage, and Retention: The Contractor shall store all medical records in a locked/secured room during the performance period of this requirement. The Contractor shall retain the records in a secure storage area for a period of 90 days after final delivery. The Contractor shall dispose/destroy the medical records at the Contractors primary place of performance by means of shredding all documents so that none of the data is legible. Property in Possession of Subcontractors: In accordance with FAR Sub-Part 45.510, the Contractor shall require any of its subcontractors possessing or controlling government property to adequately care for and maintain that property and assure that it is used only as authorized by the contract. The Contractors approved property control system shall include procedures necessary for accomplishing this responsibility. The Contractor shall maintain a VA beneficiary account folder in compliance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). All beneficiary files are subject to review by designated VAMC officials and accreditation surveyors on behalf of the VAMC during accreditation surveys or consultation. At a minimum, the VA beneficiary folder will adhere to current Joint Commission standards for patient record keeping. Safety, Management and Infection Control: The Contractor shall comply with all applicable state laws concerning licensing and operation of motor vehicles. Evidence of certification with DOT Regulations are to be included with bid, or prior to contract award, as well as personal liability and property damage insurance coverage within the limits as required by law. Evidence of required coverage to be provided to the COR annually. The Contractor s truck walls, ceiling and floors should be of a surface that can be easily cleaned and sanitized and have areas clearly marked to separate clean and oiled/contaminated equipment/supplies. Delivery/pickup vehicles shall be equipped with a first aid kit, infection control supplies, standard operating procedure manual, vehicle registration, daily trip log/inspection, as well as items required for vehicle breakdown. The Contractor shall maintain a telecommunication system, i.e., telephone, fax machine, and e-mail system with PKI Encryption (preferred method) to preserve continual contact with the Department of Veterans Affairs and for emergency contact. The fax machine and all computers with e-mail access shall be kept secure and out of public view to maintain the safety and security of our Veteran Patients confidential medical information. The Contractor shall furnish the Prosthetics and Sensory Aids Service with a copy of their Standard Operating Procedure Manual, employee competencies and training and updates as they occur, quarterly reports of quality assessment and performance improvement activities, and patient satisfaction survey results. Safety and infection control procedures as well as documentation of all education and training received by personnel servicing this contract shall be a part of this manual. Education on safety and infection control is required on a yearly basis. Steel-toed shoes shall be worn by all employees performing under this contract in accordance with OSHA requirements. Identification badges with a photograph, employee s name, and company name shall be worn always by the employees performing under this contract. Contractor personnel servicing VA beneficiaries shall present themselves in a neat, clean, and professional manner, business casual attire and verbally identify themselves. He/she shall then ask permission to enter the home. The Contractor s personnel servicing VA beneficiaries shall always demonstrate a high level of courtesy and consideration when providing services. The Contractor shall check the safety of the electrical outlets in the patient s home prior to installing any electrical equipment. Electrical outlets shall be inspected and tested with a voltmeter to ensure that the voltage level is adequate for the item being installed, that polarity is correct, electrical ground present, and that the outlet is in good physical condition. Any unsafe electrical conditions shall be immediately reported to the COR or designee for further instructions. When the residences have non-grounded electrical receptacles, the Contractor shall provide and install a three-prong adapter to plug in the electrical equipment at no charge to the Government. The grounding prong on the equipment shall not be removed. Health Test Contractor shall submit proof of the following with their offer. All testing shall be current within the past year. Tuberculosis Testing All contractor and /or subcontractor personnel shall provide documentation of a Two-Step Purified Protein Derivative (PPD) test performed within the past year and within ninety days of beginning at the VAMC. In case of a past positive PPD test, a negative chest radiograph report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually. Hepatitis B Vaccine The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel, maintain required records and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series. Contractor shall ensure that all safety and infection control procedures are followed while performing under the terms and conditions of this contract for the protection of all parties involved. QASP Measurement Standards Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP. Performance Objective PWS References Frequency Acceptable Quality Level Method of Performance Assessment Incentive / Disincentive Timeliness of deliveries 9. a. Performance Requirement: Timeliness of Services. Monthly Performance criteria met in 90% or greater of cases Patient satisfaction / complaints, monthly review of invoices for accuracy, timeliness of equipment delivery, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. Adherence to Purchase Order Instructions 9. b. Performance Requirement: Delivery Monthly Performance criteria met in 90% or greater of cases Patient satisfaction / complaints, monthly review of invoices for accuracy, timeliness of equipment delivery, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. Adherence to Pick up Requirements 9. c. Performance Requirement: Pickup Monthly Performance criteria met in 90% or greater of cases Patient satisfaction / complaints, monthly review of invoices for accuracy, timeliness of equipment delivery, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. Plan of Care Properly Documented 9. f. Performance Requirement: Plan of Care Monthly Performance criteria met in 90% or greater of cases Patient satisfaction / complaints, monthly review of invoices for accuracy, timeliness of equipment delivery, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. Quality Assurance/Site Inspections 9.h. Performance Requirement: Quality Assurance Surveillance Plan. 11. Site Inspections Monthly or As determined by the COR Performance criteria met in 90% or greater of cases Site inspection, record check, accuracy of required documentation submitted, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. Reports Atch A: DME Report Summary Monthly or As determined by the COR Performance criteria met in 90% or greater of cases Site inspection, record check, accuracy of required documentation submitted, and adherence to Joint Commission Standards. Incentive: Favorable contractor performance evaluation. Disincentive: 10% decrease in invoice for each noncompliant month. ATTACHMENT A DME REPORT SUMMARY Reports and Notifications Where a report is established herein and is required to be submitted by Contractor, reports will be VAMC-Specific and negative reports are required, if applicable. All reports are due to the COR as follows: 1. Daily no later than 24 hours after notification of event 2. Monthly due to the COR no later than the 5th workday of the month following the previous month 3. Quarterly due to the COR no later than the 15th of the month following the reporting quarter reporting quarters are based on our fiscal year, October to December, January to March, therefore reports are due by January 15th, April 15th, etc. Annual due to the COR no later than the 1st of October each year. DAILY REPORTS (As Required) Report Description Distribution Sub-Contractor Notification COR/Designee Unsafe Condition Report COR/Designee Impending Disaster COR/Designee Incident Report Reporting special incidents found or occurring during a home visit, to include finding patients in need of emergency medical assistance, safety hazards that do not fall into the category of presenting immediate life-threatening danger to the patient or Contractors staff, inability to contact a patient within a reasonable period, and any other incident meeting the Contractors written policy for incident reporting in accordance with accreditation standards. COR/Designee Report of accidents, malfunctions, injuries, deaths, and equipment recalls. All accidents, malfunctions, injuries, deaths, and equipment recalls, related to the provision, delivery and use of equipment and supplies herein, shall be immediately reported to the COR and to the manufacturer of the equipment. COR/Designee Sentinel Events. The contractor shall inform the COR within one business day of a sentinel event (as defined by JC standards) that occurs during the performance of this contract that involves VAMC beneficiaries. COR/Designee Patient Refusal of Service Refusal of service - All beneficiaries have the right of refusal of service. In the event a beneficiary refuses service or orders equipment to be removed from the home, the Contractor shall comply with the beneficiary s wishes, however in addition to a written report; the Contractor shall report the specifics of the refusal to the COR by telephone within 1-hour next available business day if after 5 PM. If the refusal occurs during a home visit, the Contractor s staff shall notify the COR of the refusal during the home visit. COR/Designee Suspected Abuse or Neglect The contractor shall report suspected incidents of abuse or neglect to the patient by family members or caregivers. Suspected incidents shall be reported immediately (within 24 hours during business hours) to the COR, as well as to the adult protective agency. The contractor shall follow all state and local laws in reporting suspected incidents of abuse or neglect. COR or designee Protective agency Report of patients exposed to communicable diseases by contracted staff. COR or designee MONTHLY REPORTS Report Description Distribution Service Reports: For each patient visited during the billing period, a service report will be submitted to COR In conjunction with submitting the Invoices. COR or designee (with monthly invoice) Inventory Report of Government Furnished Equipment A complete listing of all government owned equipment in storage to include make, model and serial numbers, new, used, in need of repair or in need of disposal. COR or designee QUARTERLY REPORTS Report Description Distribution List of Service Locations CO, COR Joint Commission Report or equal accreditation The Contractor shall provide a written, quarterly report in accordance with Joint Commission Standards or equivalent for improving organizational performance (The JC standards may be accessed at www.jointcommission.org). COR or designee Patient Satisfaction Customer Satisfaction - In accordance with JC standards the contractor shall collect data on service satisfaction from contracted patients and their families from each facility on a quarterly basis. A copy of survey results will be submitted to COR s in Quarterly reports. COR or designee Infection Control / Communicable Diseases Infection Control/Communicable Diseases Report will include data related to the Contractor s ongoing Infection Control Program and shall be submitted quarterly or as requested by the COR. COR or designee Other Performance Improvement Performance Improvement The contractor shall collect data on important processes and outcomes related to patient care and organizational functions. Contractor shall provide quarterly patient satisfaction, patient safety report and respiratory infection reports to CO and COR; and cooperate with COR on other performance improvement programs. COR or designee and CO Sub-Contractor Report CO, COR ANNUAL REPORTS Report Description Distribution Certification of required training and current license verification COR or designee REPORTS PROVIDED AS REQUESTED BY COR Report Description Distribution Post-Emergency report COR or designee ATTACHMENT C COUNTIES FOR DME Beckley, WV ZONE A ZONE D Raleigh Braxton Calhoun ZONE B Pocahontas Boone Webster Fayette Kanawha ZONE E Mercer Gilmer Summers Lewis Wyoming Randolph Upshur ZONE C Clay Greenbrier Logan McDowell Mingo Monroe Nicholas Roane NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (21-DEC-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.

Original Point of Contact

POC Linda.Smith6@va.gov

Place of Performance

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