N065--HME Services (VA Northern Arizona)

*= Required Field Sources Sought Notice Page 1 of 13 SOURCES SOUGHT SYNOPSIS ONLY This request for information (RFI) and sources sought is issued solely for information and planning purposes only and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI in accordance with FAR 15.201(e). The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources, their socioeconomic status, and their size classification relative to NAICS 621610 Home Health Care Services, size standard of 1,425,044 employees. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. This synopsis is neither a request for

competitive proposal nor a solicitation of offers. This synopsis is neither a request for competitive proposal nor a solicitation of offerors. This synopsis is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from responses to this RFI and sources sought. The Department of Veterans Affairs Veterans Integrated Service Network (VISN) 22 is seeking potential sources capable of providing Home Equipment Medical (HME) services to patients at their residences located within the VA Greater Los Angeles Healthcare System catchment area. The proposed action is for a fixed price, indefinite delivery, indefinite quantity (IDIQ) contract for a One (1) year base period of performance and Four (4) one-year option periods. Please see DRAFT EXCERPT from the Performance Work Statement (PWS) on page two. The Government contemplates issuing one (1) solicitation for these services to be provided to the following facilities and their external clinics: VA Northern Arizona Healthcare System 500 Highway 89 Prescott, AZ 86313 Contractor shall provide the following information: Vendor: Address: Telephone Number: Business Size: Socioeconomic Category (i.e. SDVOSB, 8a, VOSB, etc.): Duns Number: Responses to this sources sought are not request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for cost incurred in the preparation and submission of information or any other cost incurred as a response to this announcement. Inquiries will only be accepted in writing via email to Jonathan.Ford1@va.gov telephone responses shall not be accepted. Please respond by November 29, 2022 at 11:00am PT. PERFORMANCE WORK STATEMENT (PWS) (DRAFT EXCEPT) HOME MEDICAL EQUIPMENT SERVICES 1. SCOPE OF WORK 1.1 The contractor shall provide all the necessary labor, facilities, transportation, and management to perform delivery and pick-up services, set-up and disassembly, minor repair, and storage of government-owned Home Medical Equipment (HME). Services will be provided to VA beneficiaries as directed by the Veterans Integrated Service Network (VISN) 22 Prosthetic and Sensory Aids Services Departments listed herein. The use of the terms Veteran , beneficiaries and patient are used interchangeably and refer to the recipient of required equipment and incidental services required under the contract. 1.2 All services will be performed in the Veteran s place of residence. The contractor shall have a facility or resources physically located in the area of service depicted in Attachment 1, in which they will provide service. The contractor s office location shall include the service office, warehouse, dispatch of vehicles and other functions related to the performance of services of this contract within a fifty (50) mile radius of the VA facilities listed in Attachment 1 to facilitate periodic inspections by VA and/or other accrediting agencies. The geographical boundaries described herein (see Attachment 1) have been determined as the areas of responsibility/jurisdiction for the Northern Arizona Healthcare System. (VANAHS). 2. SERVICE SPECIFICATIONS 2.1 Orders: The Contracting Officer s Representative (COR) or designee will submit the request (via encrypted email or fax) to the contractor to initiate delivery, set-up, pick-up, or repair of HME. The request may be made orally but will be confirmed in writing within one (1) working day. The contractor shall confirm receipt (via VA approved encrypted email and fax) of the request within two (2) working hours of notification. 2.2 Delivery/Set-up of HME: The contractor shall deliver HME to patients, within forty-eight (48) hours of request from the COR or designee (dependent on patient s availability), to include after normal business hours, weekends, and holidays; this response time will also apply to service calls. Upon receipt of a request, the contractor will schedule by telephone a delivery time with the patient/caregiver. If a delivery time cannot be scheduled within the time frame stated above, the contractor will document all attempts and notify the COR or designee. Retrieved/refurbished equipment will be issued before new equipment is issued - unless otherwise instructed by VA COR or designee. 2.3 HME delivered will be clean, sanitized, and/or disinfected. HME will be packed to avoid damage during transport to the patients home. HME will be in operating condition. If a piece HME is delivered and is unserviceable, or the delivery is incomplete, (i.e., all components not delivered), subsequent JOBs will be made without additional cost to the Government. The scheduled time for delivery must be met, even if multiple JOBs as a result of the contractor's actions are required. 2.4 Home Assessment Requirements: The contractor will perform a home safety assessment to ensure the home environment is safe and adequate for the intended use of the HME. The assessment includes, but is not limited to the following: a. Potential spatial and cleanliness issues, which may impede safety and/or proper usage. b. The contractor will check the adequacy of the electrical outlet(s) in the patient s home if applicable to the HME. When it is determined that the electrical outlet(s) are not properly grounded, but it is otherwise adequate, the contractor will provide and install a three (3) prong adapter. c. If it is determined by the contractor, that the HME cannot be safely installed and used without creating a potential safety hazard for the patient/caregiver, the COR or designee will be notified immediately by phone. The delivery will not be completed until cleared by the COR or designee. In the event the COR advises the contractor that the delivery cannot be completed because of the safety and/or home environment related issues, the contractor will be entitled to payment for the delivery service. 2.5 Patient Education: The contractor will provide verbal and written instructions to patient and/or caregiver as part of delivery/set-up services. This will include, at a minimum, the following information: a. Basic purpose, operating instructions, troubleshooting and correct use of HME b. Safety precautions and warnings associated with the HME in relation to it s in home use c. Known safety hazards related to use with provision of a written checklist of HME information and safety checks incorporating the manufacturer s instructions d. When applicable, back-up HME and accessories, and emergency plans e. Maintenance to be performed by the patient/caregiver f. Any cleaning or disinfecting to be performed on HME or accessories and infection control procedures g. Appropriate storage and transportation of HME h. Demonstration of HME usage and observation of return demonstration by the patient/caregiver 2.6 The contractor will provide the operation manual, if applicable, for all equipment to the patient and/or caregiver upon delivery of equipment. 2.7 Occasionally patients/caregivers will pick-up HME at the contractor's storage facility. The contractor will provide instruction on HME as appropriate. 2.8 Written instructions will be documented on the "Certification of Delivery" form, provided to the contractor by the VA. 2.9 The contractor will provide patients a copy of VA Patient Rights & Responsibilities. The VA Patient Rights & Responsibilities will be provided to the contractor by the COR. 2.10 The contractor will fully complete the Certification of Delivery form and submit it with each individualized itemized invoice. Certification must be signed and dated by the patient/caregiver. Invoices received without or incomplete Certification of Delivery forms will be returned to the contractor without action. 2.11 Pick-up of equipment: The contractor will be required to pick-up HME from a patient s home within forty-eight (48) hours of request from the COR or designee (or at the time arranged by the patient/caregiver) to include after normal business hours, weekends, and holidays. The date and time of HME pick-up will be coordinated with the patient or next of kin. The contractor will make every effort to meet the patient s or patient s families requests for pick-up times. The contractor will honor patient s or family s requests to pick-up equipment before or after funerals or family gatherings relative to patients funeral. The contractor will treat such requests with the utmost courtesy and give such requests the highest priority. In the event a pick-up time cannot be scheduled with the patient/caregiver within forty-eight (48) hours, the contractor will notify the COR 2.12 All HME being picked up will be packed to avoid damage during transportation. HME returned as a unit will be packed together or marked clearly as a part of the overall unit for inventory. 2.13. Contractor may be required to perform repairs at Veteran s place of residence. Service/repair calls may be invoiced for a minimum of one (1) hour. 3. DISPOSABLE ITEMS: Retrieved or returned single use disposable items, i.e., mattresses, foam rubber cushions, pads and soft goods will NOT be stored but will be disposed of by the contractor at no additional cost to the Government. The contractor will comply with all Federal, State, and local laws and regulations governing the disposal of such items. 4. EMERGENCY SERVICE REQUEST: Emergency service requests may be for delivery or repair services and will be completed within four (4) hours after receipt of request. Cost for this service will be billed at an additional charge per JOB rate for Emergency service. 5. BILLING: Delivery/pick-up will be billed by JOB. Rates to include delivery/pick-up of HME to/from patients home, VA facilities and contractor's facilities, set-up/ disassembly of all government-owned HME, storage, documentation of instructions, issuance of patient's rights and responsibilities, home safety guidelines, universal precautions, removing from and placing into storage, record keeping for inventory control, testing, calibrations, and routine preventative maintenance (PM) and adjustments. Rates will also include minor repair, cleaning and disinfecting of HME. 6. LIST OF EQUIPMENT: The government-owned HME may be new or retrieved and refurbished. HME will include but not be limited to the following: VA NORTHERN ARIZONA HEALTHCARE SYSTEM (VANAHS) EQUIPMENT MONTHLY AVERAGE 1 Hospital beds with side rails (sets) 4 2 Hospital Bed Accessories (bed Extender, hand control pendent) 4 3 Standard mattresses 4 4 Bariatric beds 1 5 Specialty mattresses 2 6 Trapeze assemblies 1 7 Over-bed tables 1 8 Patient lifts & Accessories 1 9 Wheelchairs (manual) 1 10 Electric mobility devices (i.e., power wheelchairs & scooters) 0 11 Bathroom safety aids (commode chairs, tub seats, tub benches) 0 12 Ambulatory aids (rollators, walkers, crutches, etc.) 0 13 Vehicle and Van lifts 0 14 Portable wheelchair ramps 0 15 Feeding Pumps & IV Poles 0 16 Wheelchair batteries (repair and replace dead batteries) 0 7. EQUIPMENT MAINTENANCE AND REPAIRS 7.1 All HME retrieved from a patient s home will be held in a designated contaminated equipment area. Within five (5) working days of the pick-up, the contractor will assess the equipment and notify the COR or designee, in writing, via the "HOME MEDICAL EQUIPMENT RETURN TO STOCK REQUEST" form, provided to the contractor by the VA, that the item(s) have either been: 1) cleaned and ready for re-issuance in accordance with the requirements specified herein and placed in inventory, or 2) is in need of repair. 7.2 Before being placed in the clean HME storage area, all retrieved HME, in addition to being cleaned, will be checked for proper operation, function, safety, and serviceability. HME will then be inventoried and protectively wrapped in plastic. Cleaning and assessment are at no charge to the Government. 7.3 All reusable HME will be cleaned by steam or other approved methods. This will include, but not be limited to, washing by hand with a detergent disinfectant solution, quaternary ammonium and hospital grade disinfectants as identified and accepted by the Center of Disease Control. 7.4 Notification of items in need of repair will include a descriptive assessment of the item(s) condition and any recommendations for and/or estimated number of labor hours and parts needed to repair or refurbish PRIOR to starting any repair via the "HOME MEDICAL EQUIPMENT RETURN TO STOCK REQUEST" form. The contractor will not be reimbursed for repairs made without proper authorization. The estimate will also include the initials and last four of the SSN of the patient who last utilized the HME. The spare parts may be purchased by the VA for drop shipment to the contractor. Cost for repairs (other than minor repairs) will be billed as per Labor Rates in the Schedule of Supplies/Services. Repairs and refurbishment will be accomplished by appropriately trained and qualified personnel. 7.5 When it is it is determined by the VA that an item is beyond economical reconditioning or repair, the item will be held in storage, tagged as unserviceable, and returned to the VA (at no charge) or disposed as instructed. 7.6 In accordance with sound industry practice, and the terms and conditions of the contract, the contractor will be responsible for the proper care, maintenance, and use of government-owned HME in its possession or control from the time of receipt until properly relieved of responsibility from that property by the COR or COR representative. 8. STORAGE 8.1 Clean HME: All government-owned HME, (new) and retrieved (used), that has been cleaned, sanitized, disinfected and refurbished, will be stored on the contractor's premises in a secured area designated solely for "clean" government-owned HME. A separate storage area will be designated for each VAHCS. The vendor should allow for adequate space to service equipment and to store equipment that is awaiting parts and service. 8.2 The clean HME storage area will be segregated from other functions of the contractor s business. The storage area must be adequately equipped with industrial steel shelves and bins to properly accommodate the items being stored and use the space most efficiently. Storage areas will be labeled with the following information: a) Item Master Number (if applicable), assigned by the VA for each model of equipment; b) Manufacturer, c) Stock level, d) Re-order levels (stock and re-order levels will be determined by each facility). Oversized boxes or containers will not be stored on the floor, but on raised pallets and/or platforms. The storage area must be climate controlled, no lower than 55 degrees and no higher than 85 degrees Fahrenheit, with adequate ventilation/air circulation to protect HME from deterioration from dust, moisture/humidity and extreme temperatures. HME will be stored in an orderly manner to allow for immediate access to all items and to its component parts. Only HME which is suitable and ready for immediate issuance to patients will be stored in the clean equipment storage area. 8.3 The contractor will ensure HME is marked appropriately for identification as government-owned property and identify the VA facility accountable for the HME. All HME tags will be marked in bold lettering 'VA' along with the following information: Date picked up Patient s initials and last four of social Make & Model Serial Number Date Cleaned & inspected Date of last preventive maintenance Status: To be repaired Ready to issue Cannot be repaired 8.4 The contractor will provide a separate secured holding area for HME pending cleaning, sanitizing, disinfecting, servicing and/or refurbishing. The holding area will be secured and maintained in such a manner as to prevent the possibility of contamination of cleaned HME. The holding area may be a shared area in which the contractor uses for the same purpose. Note: There will be no additional charge for storage of HME 9. INVENTORY 9.1 The VA will purchase HME and/or parts for repairs for drop-shipment directly to the contractor for storage. It is the contractor s responsibility to: 1) properly receive HME, 2) check for damage before accepting receipt from shipper, 3) document receipt, 4) tag appropriately as government-owned HME, 5) place in storage area, 6) immediately EMAIL and/or FAX shipping documents along with purchase order information and acceptance certification to the appropriate VA ordering facility's COR. The contractor may provide acceptance certification on the packing list/shipping document provided by the supplier. All invoices, receiving documents, and acceptance certification shall be forwarded to the COR no later than five (5) calendar days of receipt of HME. 9.2 In the event overages, shortages, or damages are discovered upon receipt of government-owned HME and/or parts, the contractor will provide a statement of the condition and apparent causes to the COR immediately, no later than twenty-four (24) hours after occurrence. Only the quantity received will be recorded in the inventory control record. 9.3 The contractor will maintain inventory controls and prepare a perpetual inventory control record of all government-owned HME, new and retrieved, held in storage under the terms of this contract. The contractor will perform weekly inventory counts to maintain the required inventory levels and to ensure that proper inventory procedures are operating effectively. A copy of the weekly inventory report will be provided via email and/or FAX (FAX Numbers will be provided upon contract award) as determined by the appropriate COR by Friday of each week. The contractor will provide a listing of all inventory awaiting repairs and item status. 9.4 The contractor's inventory control record will contain the following basic information for every item of government-owned HME in the contractor's possession: HME Description Model Number Serial Number New or Used Location (clean storage, temporary storage or patients home) 9.5 Discrepancies of inventory will be investigated by the contractor and a written explanation provided to the appropriate facilities COR via email and/or FAX. Resolution of discrepancies must be completed before the next inventory reporting period. 9.6 The contractor and each facility COR will establish procedures to notify COR if inventory of an item reaches a point that an emergency order for that item needs to be completed. 9.7 The contractor will also maintain a cumulative log of HME issued during the contract period. The log will contain the following information: Date issued Patient s initials and SSN Make, Model and Serial Numbers 9.8 Immediately upon termination or completion of the contract, the contractor will perform a physical inventory, adequate for disposal purposes, of all government-owned HME applicable to the contract and provide the CORs with the Inventory Control Record document within seventy-two (72) hours after termination or completion. 9.9 The Department of Veterans Affairs has placed a high priority on inventory control. If, during the duration of the contract, new VA Inventory System becomes a reality a Bar Code Reader to assist with maintaining an accurate inventory may be furnished to the contractor by the VA. In the event this occurs, the contractor will be responsible for the safe storage and proper use of the Bar Code Reader. 10. REPORTS 10.1 Sentinel Events: The contractor is required to verbally inform the COR of all accidents, malfunctions, injuries and deaths related to the delivery and use of HME IMMEDIATELY. A follow-up written report of contact describing the event, analysis of cause/effect, and corrective action taken, will be provided to the COR within five (5) working days of the verbal report. 10.2 Patient Inquiries: The contractor will make a written report of all inquiries, complaints, and requests received from patient or caregivers and furnish a copy to the COR. The written report must contain at a minimum: the nature of the inquiry, complaint, or request; the contractor s decision; and the basis for the decision and outcome. The report will be signed by the contractor s employee who received the call and the contractor s official who reviewed it for appropriate action. All complaints will be addressed and resolved within five (5) days. All records will be provided to the COR for review upon request and/or at quarterly site visits. 10.3 Patient Satisfaction Report: patient satisfaction surveys will be conducted quarterly with a random 10% sampling. Analysis of the surveys along with originals of the actual surveys will be provided to the COR or designee, (along with any actions taken) quarterly, or upon request. 11. REQUIREMENTS AND STANDARDS 11.1 JOINT COMMISSION ACCREDITATION/STANDARDS: The contractor must be accredited by the Joint Commission or meet Joint Commission standards related to Home Care and Equipment Management. The contractor must maintain Joint Commission accreditation or continuously meet Joint Commission standards. If at any time the contractor loses Joint Commission accreditation or receives provisional accreditation, the VA must receive immediate notification in writing citing the type I deficiencies and supplemental recommendations. The VA reserves the right to terminate the contract if Joint Commission standards are not met. 11.2 The contractor will have a minimum of two (2) years experience in storage, delivery, set-up, education, maintenance, and pick-up of Home Medical Equipment related to the requirements contained herein, or in a related field. 11.3 The contractor will develop and maintain personnel records for all employees providing services under this contract and make available for review upon request of the Contracting Office or COR. Personnel must submit to drug testing and back-ground check as required by the contractor s policy. 11.4 The contractor will provide and document employee orientation, ongoing employee education, and ongoing assessment of employee competence for all employees involved with the performance of this contract. The contractor will ensure that only contractor employees that have been properly trained and who have demonstrated competency perform equipment deliveries, recoveries, and patient education on the equipment provided under this contract. 11.5 The contractor will be sufficiently staffed to render satisfactory and courteous service at all times to patients. The Contractor will be responsible for the acts and omissions of its employees, its sub-contractors or satellite office and their employees. Sub-contractors are required to adhere to the requirements of this contract; the contractor will ensure its sub-contractors adhere to the requirements of this contract. 11.6 It is of the utmost importance that a high degree of sensitivity and professionalism be demonstrated when patient/caregiver contact is made. The patients serviced by this contract have significant physical disabilities or chronic illnesses that, in many cases, influence their behavior and lifestyle. The contractor is expected to be discreet and tactful, and to demonstrate concern, compassion, and patience. 11.7 The contractor shall require that its employees wear a uniform when providing on-site services to patients under this contract and that employees present and maintain a professional appearance during the performance of this contract. Contractor s employees shall bear identification when providing services or making deliveries. Such identification will show the company name, employee s name and the employee s picture 11.8 The VA reserves the right to remove any contractor employee from the performance of service under this contract if their behavior and the level of service provided are not in accordance with the specifications and requirements contained herein. 11.9 The contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs. In accordance with HIPPA, the contractor may be required to enter into a Business Associate Agreement (BAA) with the VA. 11.10 The contractor shall employ Universal Precautions in ALL aspects of services provided under this contract in accordance with Joint Commission standards. All packaging and marking for infection control shall meet Joint Commission standards, as well as storage methods and facilities. VA Survey Teams will be responsible for periodic inspections to ensure Joint Commission standards are met. 11.11 Infection control requirements: If contaminated and clean items are transported in the same vehicle, the vehicle will have clearly demarcated areas for contaminated and clean items. The contractor s procedure for handling the pick-up of contaminated equipment will meet Joint Commission standards. Contractor will have a current plan for surveillance, prevention, and control of infection. The plan must meet or exceed current Joint Commission standards. Contractor will provide a list of names to the COR or designee of all patients exposed to communicable diseases by contracted staff during an identified incubation period within 24 hours of identifying this exposure. The type of exposure will also be identified. The COR or designee will consult with VA infection control staff regarding the need to contact exposed patients and/or complete any needed medical follow-up 11.12 Contractor Vehicles: The contractor will have duly licensed vehicles able to transport the maximum weight recommended by the vehicle manufacturer. The contractor will ensure the vehicles used in the performance of this contract are licensed and meet the minimum requirements as mandated by each state/county/city in which performance occurs. All vehicles will be clearly identified with the contractor s name. 11.13 Insurance Requirements: The contractor agrees to procure and maintain, while the contract is in effect, Worker's Compensation, Employer's Liability, General Liability and Motor Vehicle Liability Insurance in accordance with the laws of the States wherein services will be provided. The policy will provide coverage for Public Liability Limits of not less than the statutory limitation for any one accident, and at least meeting the statutory limitation, if more than one person is involved. 11.14 Evidence of Coverage: Before commencing work under the contract, the contractor will furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined herein and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance will not be effective unless a 30-day advance written notice of cancellation or change is furnished the Government. 11.15 EQUIPMENT CHANGE OUT FROM PREVIOUS CONTRACTOR(S): When there is a change in the contractor, the new contractor will pick-up all government-owned HME and related supplies from the previous contractor and will store that equipment until it is ready to be issued to patients. A mutually acceptable relocation date will be coordinated by the COR with the new and prior contractors to facilitate a smooth transition without disrupting the provisions of services to patients. The transition will include the transfer of all inventory records. 12. CONTRACT MONITORING 12.1 The VA COR or designee will monitor the contractor's performance in the following areas: Was the set-up or delivery completed within 48 hours Was all documentation received in Prosthetics within five (5) working days Did the paperwork indicate New or Used Serial Numbers annotated Was patient education completed Were patient or caregivers signatures obtained Were any safety issues identified & noted Was the overall documentation correct, complete and timely 12.2 The contract will be monitored in the above areas and will allow for a maximum non-compliance rate of no more than 15% in any individual area and will allow for an overall non-compliance rate of 10% in all areas combined. 12.3 The COR will perform a scheduled on-site visit of the contractor's facility bi-annually or as needed, to inspect the facilities and review necessary documented records to monitor contractor s compliance with the specifications of the contract. The Government reserves the right to conduct unscheduled on-site visits at any time of contractor's facility to visually inspect all government-owned HME and to ensure contractor compliance. The contractor agrees to make available all records and documentation necessary during any on-site visit. 13. CONTRACTOR S FACILITY 13.1 The contractor s facility will meet the requirements of the solicitation as it relates to storage of government-owned equipment. Clean equipment, equipment awaiting repairs/reconditioning and equipment to be turned-in will be segregated in accordance with Joint Commission standards. 13.2 The contractor s facility will provide a proper area for providing instructions to VA beneficiaries and an environment that is safe and secure for VA beneficiaries seeking services required under this contract. The contractor s facility will be accessible for persons with disabilities and be representative of the VA s good image in appearance and safety. 14. HOURS OF SERVICE: The contractor shall perform the services as specified herein twenty-four (24) hours per day seven (7) days per week, including National Holidays. Services will normally be requested during normal business hours, however, after hour and weekend services may be required (see 4. EMERGENCY SERVICE REQUEST).  Normal business hours are 7:30 a.m. to 5:00 p.m. Monday through Friday. The contractor must present the COR with a plan for handling requests outside of normal business hours.