Clarksburg VA Medical Center (VAMC) has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site assessment, dis... Clarksburg VA Medical Center (VAMC) has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site assessment, disposal, infection control, cleaning, sanitization, storage, patient training/instruction in-the-use of Government-owned Durable Medical Equipment (DME), delivery service of DME and supplies to all beneficiaries serviced by Clarksburg VAMC and its associated outpatient clinics and neighboring state. This requirement is 100% Small Business Set-Aside. The VA intends to award a 5 year IDIQ contract for DME services at Clarksburg VA Medical Center. Period of Performance: October 1, 2024 through September 30, 2029. RFQ 36C24524Q0694 is attached.
Data sourced from SAM.gov.
View Official Posting »
Background: Clarksburg VA Medical Center (VAMC) has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site ass... Background: Clarksburg VA Medical Center (VAMC) has an ongoing requirement for the pickup, setup, delivery, disassembly, repair, install, routine preventive/service/refurbishment maintenance, site assessment, disposal, infection control, cleaning, sanitization, storage, patient training/instruction in-the-use of Government-owned Durable Medical Equipment (DME), delivery service of DME and supplies to all beneficiaries serviced by Clarksburg VAMC and its associated outpatient clinics and neighboring state. The Contractor shall develop mechanisms and methods to register complaints, resolve emergencies, issue approval of Patient Rights and Responsibilities, and provide pertinent documentation of performing all tasks as identified herein. The total number of DME patients is subject to change. Scope: Clarksburg VAMC: One Medical Center Drive, Clarksburg, WV 26301 Period of Performance: October 1, 2024 through September 30, 2029 The Contractor shall be responsible for providing Government-Supplied Durable Medical Equipment (DME), pickup and delivery services, setup, installation, disassembly, repair, preventive maintenance, site assessment, disposal, storage, transportation of equipment, equipment services, labor, supervision, patient education, safety management, infection control, as necessary for patients receiving DME services, as specified under this requirement to all beneficiaries’ serviced by the VAMC and associated outpatient clinics listed above. These services shall be required between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, except in cases of emergency. The Contractor shall be staffed and stocked to render services provided in accordance with all terms and conditions of this requirement for the duration of the performance period. The area of service shall be all patients serviced by Clarksburg VAMC, including surrounding areas, regardless of where Patient resides. Prior to the award, the Contractor must meet/exceed the standards of The Joint Commission (JC) and the Center for Medicare and Medicaid Services (CMS). Written documentation must be provided to support this requirement. Offerors should thoroughly review the specifications and be familiar with the area of coverage before submitting their proposal in order to be fully aware of the supplies and the services required. Contractor Responsibilities: The Contractor shall provide 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 according to 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 them. It is the contractor’s responsibility to schedule the times and dates for the delivery of services within the timelines established (e.g. Timeliness of Services). Deliveries shall not be left unattended at the beneficiary’s home. The Contractor shall maintain an electronic, detailed, running inventory list for all items in storage. The listing shall be legible and formatted to show type of equipment by brand name, model, serial or tag number and condition of the equipment in the following categories: Medical Equipment, Ambulation Aids, and Miscellaneous. An electronic copy of the current weekly inventory, at the close of business on the last working day of each week, shall be submitted electronically and/or faxed to the COR of the VAMC no later than close of business (COB) Friday 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. The equipment repair inventory shall include an itemized cost estimate for each piece of equipment. The Contractor shall maintain an adequate bookkeeping system (approved by the COR of the VAMC) which shall be made available to VA personnel conducting inspections and verifying inventory of equipment storage facility. All VA equipment/supplies shall be stored on, or within a single premises occupied by the Contractor within the service area listed above. The Contractor shall have a physical location 15 days prior to the award date which is the start date of the contract. Contractor shall provide storage for VA beneficiary equipment/supplies. The minimum space requirement shall be 2000 square feet available at all times. 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. Government Furnished Equipment: a. Full Electric Hospital Bed w/Full or Half Safety Rails: Six-position full control pendant raises and lowers the upper body and/or lower extremities at the knees as well as bed height; motorized pull tube assembly controls frame/spring angle adjustment for knee and back comfort; efficient spring-loaded drive shaft controls the bed height adjustment; no cables to rig or maintain; two-piece 80"x36" frame/spring assembly; strong bed frame made of channel steel welded together; strong head and foot boards can support trapeze and traction equipment; 3" ball bearing casters, two with tread brakes, allow bed to be easily moved; and zinc-plated helical springs resist rust and are turned down to prevent damage to mattress and sheets; high quality, low noise reliable gear motors; emergency hand crank to allow position change during power failure; hospital grade plug and completely enclosed junction box; listed with U.L. Laboratories, Inc. Safety rails are spring loaded crossbars that fit beds 25" to 39" wide and telescope a length 47" to 72"; spring stabilizers maintain safety rail position regardless of position of bed; spring loaded pull buttons permit easy adjustment of safety rail to raised or lowered position; head or foot of bed may be raised or lowered independently; safety rails drop well below top of mattress for comfortable patient transfer and ease in bed making; safety rails may be separated for easy cleaning; and safety rails are all welded chrome-plated steel. Equipment to be Invacare Bed II package or equal. b. Hospital Bed Mattress: Comfortable 80"x37" mattress that can flex freely, and is resilient to help minimize skin related problems, lightweight, and easy to turn; flame retardant; multi-layered cushioning system; durable high carbon steel innersprings; and cover that protects the mattress from moisture and contamination. c. Hospital Bed Standard Trapeze: Attaches to the headboard of a manual, semi or full electrical hospital bed; helps patients to safely change position in bed and transfer from bed to chairs and other equipment with minimal assistance from attendants; fully adjustable height and handlebar locations; and constructed of heavy gauge steel tubing. The Hospital Bed w/Full or Half Safety Rails/Hospital Bed Mattress/Trapeze will be purchased by the VAMC as mandated by the standardized PSAS National Contract. Delivery of standardized items will be made directly to the DME Contractor Warehouse Facility. The DME Contractor will maintain and install the Government owned equipment. NOTE: Any DME item listed on the contract that becomes standardized on a PSAS National Contract will be purchased by the VAMC. Delivery to be made directly to the DME Contractor warehouse facility. The DME Contractor will maintain and install the Government owned equipment for the duration of the contract. d. Non-Tilt Over Bed Table: Heavy-duty, laminated top, with easy height adjustment; swivel casters for easy mobility; "C" based table can also be used with wheelchair; and sturdy chrome plated, welded steel base. e. Patient Lifter: Hoyer Lifter designed to make patient transfer quickly and effortlessly, with maximum comfort for the patient; smooth action of the hydraulic jack provides gentle lifting and lowering of weights up to 400 pounds; low U-base permits close access to beds, and it can be adjusted from its normal width of 24" to as wide as 39-1/2" for getting close to chairs; base and mast may be separated for compact storage; chrome plated finish; brakes on two casters; and Dacron mesh, one-piece seat, back and chains. PERFORMANCE, DELIVERY, INSPECTION, AND ACCEPTANCE: Emergency Repairs/Replacement: An emergency repair/replacement will be initiated by the Contractor when the patient's health is at risk, and the incident occurs any day, Monday through Friday, from 4:30 p.m. through 8:00 a.m., or anytime on Saturday or Sunday. Hourly rates begin from the time the Contractor's service technician leaves his "on call" station until he/she returns (portal to portal). The COR will be notified on the next available business day regarding the nature of the incident, and the labor and any materials necessary to complete the repair/replacement. Emergency Requests: 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. 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 shall occur within 48 hours upon receipt of the order. Fulfillment of the requested service shall be completed within three (3) working days from receipt. In the event Contractor is unable to meet those delivery times, the Contractor shall notify the COR or 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 COR or designee at the end of each business day. 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. The Contractor shall deliver new and/or used equipment/supplies as requested on each Purchase Order in order to maintain accurate inventory maintenance. 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 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 4:30 p.m., Monday through Friday, except in cases of emergency. Beneficiaries shall be contacted to schedule an appointment for delivery/pickup only between the hours of 8:00 a.m. and 4:30 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 two consecutive workdays after receipt of the delivery/pickup order, the Contractor shall contact the COR or designee for guidance. In the event that 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 catchment area for DME, with documentation made of the reason refused on the invoice. 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. Pickup/Repair: The Contractor shall make all pickups within the established zones for the medical facility. 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 as outlined on the purchase order. 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 as a result 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 Contractor. 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. Emergency repairs may be conducted during non-business hours of the Prosthetic & Sensory Aids Service at the discretion of the Contractor, however emergent repairs can only be performed to the extent of placing the equipment back into serviceable equipment. Immediate contact must be made with the COR on the next working day. Delivery Zones: Delivery zones are defined as follows for Clarksburg VAMC: Zone 1 – Harrison, Barbour, Taylor, Upshur, Lewis, Doddridge, Tyler, Wetzel, Monongalia, Marion, Preston, Pleasants, Ritchie, Gilmer and Marshall; Zone 2 – Nicholas, Tucker, Randolph, Webster, Braxton, Calhoun, Wirt, Wood, Roane, Jackson, and Clay Counties in West Virginia as well as Garrett in Maryland; Zone 3 – Ohio counties: Washington, Athens, Belmont, Morgan, Monroe and Noble. And the following counties in Pennsylvania: Fayette, Greene and Washington; Zone 4 – Pendleton, Pocahontas, Greenbrier, Fayette counties in West Virginia and Allegheny County in Maryland. 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. This applies to standard hospital bed mattresses. Specialty hospital bed mattresses for the prevention of bed sores (i.e., air mattresses, Ken-air, SAM (self-adjusting mattress), etc. are excluded. Disposition may include, but is not limited to, burning, shredding, or any other means allowable by Federal or State standards. Documentation of mattress destruction shall be included on the invoice that corresponds to the pickup. Plan of Care: As appropriate, the equipment and related medical supplies/services shall be provided according to a physician’s order. An individualized plan of care/service shall be implemented for each patient by the ordering physician/medical professional. The Contractor shall follow each patient’s physician prescribed plan of care. 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, which will be provided to the Contractor, 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 ordering physician of any problems/concerns reported by the Contractor as a result 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.
Data sourced from SAM.gov.
View Official Posting »