CPL Michael J. Crescenz VA Medical Center (CMCVAMC) Negative Pressure Wound Therapy Rentals and Supplies - 40 - Send a capability statement, no more than one page in length; to include Company Name, Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular project in the Philadelphia, PA. area, website and GSA Contract number & or other VA Medical Center contract information. Email to David Santiago,
[email protected] with 36C24421Q1013 in the email Subject line, no later than 4 pm EST Tuesday August 2, 2021. Draft Statement of Work (SOW) Negative Pressure Wound Therapy Rentals and Supplies (Daily Rental Services) BACKGROUND The U.S. Department of Veterans Affairs (VA) requires a continued Wound Trauma Care. Rental Services and applicable wound care supplies at the CPL Michael J. Crescenz VA Medical Center s (CMCVAMC) (Philadelphia) Nursing/Patient Care Services Department. GENERAL SERVICES REQUIRED: The Contractor(s) shall provide the Department of Nursing and Surgery at the Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) (Philadelphia), 3900 Woodland Avenue, Philadelphia, PA 19104 with V.A.C. Ulta Negative Pressure Wound Therapy (NPWT) Device Rentals and associated wound care supplies that are to be rented on a daily basis, as needed. The supplies should include but not limited to, 500ml replacement canisters and various sizes of Sensatrac Thin Granufoam Dressings and other supplies. BACKGROUND: VHA requires the continued rental and expendable supply purchase contract to maintain its current wound care program within the CMC VAMC and the associated Community Living Center (CLC). This contract renewal request is to maintain and support this system and the medical center s ability to rent and order wound care supplies for the Veterans. SERVICES PROVIDED BY CONTRACTOR: The Contractor shall provide daily rental of wound care V.A.C. Ulta which will remain on at the Medical Center. The Contractor shall maintain a bench stock of V.A.C. Ulta Negative Pressure Wound Therapy systems. Should a system becoming inoperable, the vendor will replace at no cost to the VA. The contractor will provide negative pressure wound therapy accessories, to include but not limited to the therapy device, 500 ml canisters with Gel, 500 ml canisters without Gel, and 1,000 ml large canister with gel. Accessories should include any draping, Y-Connectors and Tubing Cap. Specification to include but are not limited to: Negative pressure wound therapy canisters, that have a charcoal filter to reduce odor, hydrophobic construction to prevent leaks and compatible with gel packs to help solidify wound exudate. 500 ml canisters with Gel: each canister has tubing, clamp and connector. Cases to be ordered in intervals of 5 or 10. 500 ml InfoV.A.C. Canister without Gel: each canister has tubing, clamp and connector. Cases to be ordered in intervals of 5 or 10 1,000 ml InfoV.A.C. Large Canister with Gel: each canister has tubing, clamp and connector. Cases to be ordered in intervals of 5. V.A.C. Therapy accessories will be compatible with the rental Wound Care V.A.C. Ulta Therapy Unit. V.A.C Drape (30.5 x 26 cm) is an adhesive drape dressing that will be ordered in intervals of 10. V.A.C Extra-Large Drape (66 x 84 cm) is an adhesive drape dressing that will be ordered in intervals of 5. Y-Connectors to connect two or more dressings which will be ordered in intervals of 5 or 10. Tubing Caps to secure the end of canister tubing when not in use which will be ordered in intervals of 1, 5 or 10. Vendor will provide training to 100% of VA staff should an upgraded system be implemented during the term of the contract. VA staff provides 24x7 care to patients and residents and shifts are divided into three shifts, 7:30AM-4:00PM, 3:30PM-12:00AM, 11:30PM-08:00AM. Multiple training opportunities will be provided during all three shifts until 100% are trained and competent in use of the hardware/software. Core business hours are 7:30AM 5:00PM, Monday through Friday. VA RESPONSIBILITIES: The VA facility wound care RN will submit usage reports to the vendor in order for an accurate bill generated for the VA for the daily usage of the equipment provided. Submission will include serial number of the V.A.C. Ulta Negative Pressure Wound Therapy device, patient room number, and the start and end date of device used. The VA facility wound care RN will submit expendable items, canisters and accessories request to the vendor in order to appropriately stock the facility for items needed for wound care management. Vendor will provide training to 100% of VA staff should an upgraded system be implemented during the term of the contract. VA staff provides 24x7 care to patients and residents and shifts are divided into three shifts, 7:30AM-4:00PM, 3:30PM-12:00AM, 11:30PM-08:00AM. Multiple training opportunities will be provided during all three shifts until 100% are trained and competent in use of the hardware/software. Core business hours are 7:30AM 5:00PM, Monday through Friday. These activities will be monitored in accordance with VHA and CMCVAMC regulations. PLACE OF PERFORMANCE: On-site at Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) (Philadelphia), 3900 Woodland Avenue, Philadelphia, PA 19104, location annotated in section 2.1 or other leased or government owned facility where patient care services are provided by CMCVAMC. This is will a base one-year contract with four one-year options. DEFINITIONS CONTRACTOR. A supplier or vendor awarded a Contract to provide specific supplies or services to the government. The term used in this Contract refers to the prime Contractor. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate Contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. CONTRACTING OFFICER S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the Contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the Contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the Contract. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a Contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. SUBCONTRACTOR. One that enters into Contract with a prime Contractor. The Government does not have privity of Contract with the subcontractor. ACRONYMS: ACLS - Advanced Cardiac Life Support BLS Basic Life Support CMC VAMC Corporal Michael J. Crescenz Veterans Affairs Medical Center CMS Centers for Medicare & Medicaid Services CO Contracting Officer COR Contracting Officer s Representative CPRS Computerized Patient Record FAR Federal Acquisition Regulation FTEE Full Time Employee Equivalent HIPB Health Integrity and Protection Board HIPAA Health Insurance Portability and Accountability Act of 1996 ISO Information Security Officer NCQA - National Council of Quality Assurance QA Quality Assurance QASP Quality Assurance Surveillance Plan TJC - The Joint Commission VA - Veterans Administration VISTA Veterans Health Information and Technology Architecture QUALIFICATIONS: Vendor Qualification: Requirements: This purchase request consists of Wound Care V.A.C. Ulta Therapy Unit rental machines for Veteran patients returning from surgery or other types of wounds. Rental days are determined by wound care nurses and attending physicians. In addition proprietary supplies are required that include 500ml Canisters, and a variety of sizes of Sensatrac Thin Granufoam Dressings and other supplies. Key Personnel and Temporary Emergency Substitutions: Key Personnel are those Contractor personnel whom are essential to performance of the Contract requirements and/or were considered or included by the Contractor in development of solicitation response, including individuals in key management, staffing, and related positions. The Contractor shall assign to this Contract the following key personnel: Name (Primary): James L. Stone Title: Supervisory Administrative Specialist Except as provided in par. d. below, during the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within fifteen (15) calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the Contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least fifteen (15) days prior to making any permanent substitutions. Hours of Operations: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall be required to furnish such services on National holidays and during off-duty hours. The following terms have the following meanings: Workdays: A normal workday will be consistent with those of the Medical Center. Work hours: Are those hours in which a Contractor's employee is physically present at the VA Medical Center in performance of the required services. Normal work hours for Nursing services typically include: Night / 1st Shift: 2330 0800 Day / 2nd Shift: 0730 1600 Evening / 3rd Shift: 1530 0000 12 hour shift: 0700 1930 / 0730 2000 / 0800 2030 Off-duty Hours: Are those hours in which the Contractor's employees are not at the VA facility or Network VAMC in performance of the required services. National Holiday: The ten holidays observed by the Federal Government are as follows: New Year's Day Washington's Birthday Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day or any other day specifically declared by the President of the United States to be a national holiday. CONTRACTOR RESPONSIBILITIES: SERVICES REQUIRED: Wound V.A.C. Rental and Wound Care Supplies 4.2 STANDARDS OF PRACTICE: Contractor shall be responsible for meeting or exceeding VA and Joint Commission (or equivalent) standards. 4.3 Contractor s employee(s) shall report to: 4.3.1 the Contracting Officer s Representative, Administrative Officer, Nurse Manager, Off-Tour Supervisor, the Staffing Office or designee upon arrival at the VAMC to pick up equipment that has been taken out of service. 4.3.2 Supply Point Distribution upon arrival to deliver clean, bagged, operational wound vac devices 4.4 The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices, The Joint Commission, this contract, VA handbooks and directives and all federal, state, and local laws and regulations. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Service Delivery Summary. The contractor shall develop and implement procedures to identify, prevent, correct, and ensure no recurrence of defective services. The contractor shall provide a copy of the quality control plan to the contracting officer no later than the orientation date, and updated copies as changes occur. Records of all inspections conducted by the contractor and corrective action taken shall be made available to the government upon request. Government shall be responsible for: Oversight of service/performance monitoring/performance monitoring. 5.2 The services to be performed by the Contractor will be monitored by the Contracting Officer s Representative (COR). (Primary - Supervisory Program Specialist) and (Alternate - (Executive Assistant) CMCVAMC. 5.3 Contract Performance Monitoring. The VAMC shall establish and maintain a record keeping system that shall record the daily rentals and the supplies ordered by the wound care RNs to ensure that required services have been received by the VAMC. 5.4 Documentation of services performed shall be reviewed prior to certifying payment. The VAMC shall pay for services actually performed and in strict accordance with the price schedule and PWS. Contract monitoring and record-keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided SPECIAL CONTRACT REQUIREMENTS: SERVICES: The services specified in the Sections entitled Schedule of Services and Prices/Costs and Special Contract Requirements may be changed by written modification to this Contract. The modification will be prepared by the VA Contracting Officer. Other necessary personnel for the operation of the services Contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming. The services to be performed by the Contractor will be performed in accordance with VA policies and procedures and the regulations of the Medical Staff Bylaws of the VA facility. BILLING: Under the authority of Public Law 104-262 and 38 USC 8153, the Contractor agrees to provide Nursing and Nursing Support Services personnel and services in accordance with the terms and conditions stated herein, to furnish to and at the CMCVAMC, the services and prices specified in the Section entitled Schedule of Services and Prices/Costs of this Contract. The aforementioned is intended to briefly describe the services involved. All services described in accordance with Section A, including all specifications, schedules, terms and conditions of the solicitation, shall form the complete scope of work. Parties hereby agree and understand that the firm-fixed prices for nursing services are the rates expressed above. Rates include all personnel, labor, materials, insurance, lodging and transportation for or incident to providing nursing personnel as set forth herein. The Contractor shall submit weekly invoices via email in arrears for all services furnished during a calendar week. The calendar week is normally Sunday through Saturday, but may vary based on agency financial systems. Invoices shall include, at a minimum, name, unit assigned, shift, number of hours, hourly rate, and per shift total. Payment hereunder to the Contractor shall occur at the rates indicated in the Pricing Schedule. Invoices will be submitted electronically through IPPS/OB-10, the Department of Veterans Affairs online invoicing system. The weekly invoices will consist of three parts to be considered a complete invoice before payment can be made for services rendered to the CMCVAMC. Part 1 will be the IPPS/OB-10 report which includes, but is not limited to the complete vendor contact information, invoice number, PO Number, total payment amount, aggregated number of hours and the rates at which they are being charged for each of the units/floors that the duties were performed by the credential level of the contractor s employees. Part 2 will be a copy of the vendor invoice which includes, but is not limited to the date of service, the shift worked, name of the personnel conducting the service, the department which the services were rendered, the hourly rate, the hours worked and the total amount for that shift. Part 3 will include a legible copy of the timecards which must include, at a minimum, the date of service rendered, the start and end times of the shift, the unit worked, printed and signature of both the agency personnel and a Time and Attendance, Leave approving official that is a VA employed Supervisor and/or Manager. This is an indefinite delivery, indefinite quantity contract for the services specified and effective for the period stated in the Schedule. This contract provides for an indefinite quantity, within stated limits, of services to be furnished during the contract period with the deliveries or performance to be scheduled by the VA placing orders with the Contractor. Nurse Managers are authorized to order directly from the Contractor, and schedule hours direct with contractor employees. Associate Chief Nurses or their designated representatives are the only management representatives authorized to approve contractor overtime when overtime rates are charged to the VA. Licensed contract nursing staff is limited to twelve hour shifts and forty-eight hours per work week. Non-licensed staff is authorized to work additional hours, but the individual contractor, contract agency, and VA share responsibility ensuring contractor service continue to meet established standards. The Government anticipates ordering and the Contractor furnishing at least the stated minimum quantities of services and, if ordered, the Contractor to furnish any additional quantities, not to exceed the stated maximum . Quantities beyond the stated maximum may be ordered if mutually agreed upon by the Government and the Contractor. Except as this contract may otherwise provide, if the Government s requirements do not result in orders in the quantities described as estimated or maximum in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. Any services to be furnished under this contract shall be ordered by issuance of delivery orders by the Contracting Officer or his/her designee. All delivery orders are subject to the terms and conditions of this contract. Orders may be issued orally, by facsimile or by mail. Each awardee shall be provided a fair opportunity to be considered for orders placed against this contract. In non-emergent situations, VA reserves the right to use the lower price bidder without considering other Contractor s awarded contracts with higher pricing. The determination that a contract Nurse referred to the Medical Center is qualified and acceptable is at the sole discretion of the Government. In making the final decision in the award of any individual delivery order, the Contracting Officer shall consider (i) price, (ii) delivery time, (iii) qualifications of personnel offered, and/or (iv) any other factors that the Contracting Officer believes are relevant to the award of a delivery order to an awardee under the contract. INVOICES: Invoices shall be submitted in arrears, monthly. Invoices are due within seven (7) calendar days following the month in which the services were performed. The Contractor will submit invoices covering the services performed under this Contract. Hours billed for, but not sufficiently documented will not be reimbursed. The Contractor will be paid actual days devices were used. Invoices will contain total days the device was in use. for the patient stay. Sums due the Contractor will be paid monthly in arrears upon receipt of a properly prepared invoice. The invoices will contain the following information: Invoice number Contract number Purchase Order number Dates of service Names of VA Wound Care Nurse that submitted the request for service. Room number of the location of the device used. Number of Das Used Daily Rate Total Amount Due It is understood that by submission of its invoice, the Contractor represents in good faith that all services being billed have been provided in accordance with Contract requirements. The Contractor shall accept payment for services rendered under this Contract as payment in full and will not bill the veteran his or her third party insurer for any services covered under this Contract or for additional services for which the VA pays the Contractor outside this Contract. GOVERNMENT INVOICE ADDRESS: Invoices shall be certified by the Contracting Officer s Representative (COR). Payment will be made upon certification of invoice. All invoices from the Contractor shall be submitted through the Invoice Payment Processing System (IPPS). The department that oversees IPSS can be reached at: Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 (866) 372-1145 The Department of Veterans Affairs VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party Contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the above mailing address. CONTRACTOR SECURITY REQUIREMENTS (HANDBOOK 6500.6) VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE: