J--Home Medical Equipment Contract Base plus 4 OY Contract Base Period Estimated 3/1/2013 - 2/28/2014

Sources Sought Home Medical Equipment (HME) Purpose - The Jack C. Montgomery VA Medical Center (JCMVAMC) has an ongoing requirement for the pickup, delivery and installation, storage and routine service/refurbishment/repair of Government furnished (GFE) Home medical equipment (HME) devices to veteran patients served by the JCMVAMC and its Outpatient Clinics. The total number of HME patients at the medical center and the outpatient clinic is subject to change. Location of Services - Services shall be extended to the following counties in Oklahoma within the catchment area: NORTHERN SECTION - Osage, Washington, Nowata, Craig, Ottawa, Pawnee, Tulsa, Rogers, Mayes, and Delaware; CENTRAL SECTION - Creek, Wagoner, Cherokee, Adair, Okfuskee, Okmulgee, Muskogee, Sequoyah, McIntosh, and Haskell; SOUTHERN SECTION - Hughes, Pittsburg, Latimer, LeFlore, Coal, Atoka, Pushmataha, and McCurtain Type of Equipment - The HME required under this contract may include, but are not limited to, any of the following items; Innerspring Mattresses, Hospital Beds, Specialty Mattresses, Trapezes, Overbed tables, Hoyer Lifts, Grab Bars, Outside Handrails, and Loaner Power Mobility devices. Type of Contract - The Government intends to award one or more Firm, Fixed-price contract(s) for a base period of one year with four (4) one-year options to the successful offeror(s). Contract Requirements - The successful offeror(s) will be required to perform these services within the following constraints: a) The contractor will be responsible for all maintenance and repair of the delivered and existing HME during the manufacturer's warranty period, and after the manufacturer's warranty period. Delivery and/or set-up of HME shall be made directly to/from the Beneficiary, within his/her residence, unless otherwise specified. b) JCMVAMC may provide loaner Power Mobility devices based upon specification and availability. The contractor will be responsible for storage of equipment at contractor locations, cleaning, delivery, and retrieval of these loaner devices. c) Contractor shall provide a clean, pest/rodent/smoke free, secure, contained area, with approximately 2000 square feet of space, for the storage of miscellaneous Government Owned supplies and equipment covered under this contract. Contractor will provide such storage facilities in each of the geographical divisions shown in Attachment B (North, Central, and South) for which the contractor is awarded a contract. Storage areas must conform to all applicable State, Local and National Fire Protection Association (NFPA) codes. Contractor must be equipped to receive deliveries of HME to their storage location during normal business hours via regular trucking companies. In addition, the storage area shall meet all State requirements for insurance. d) Contractor-provided storage will be separate from other areas of storage, which may be used by the contractor. Items that have been cleaned, refurbished and repaired should be identified as such and stored separately from those recently recovered awaiting necessary cleaning, etc. Contractor shall separate clean and dirty equipment, using a The Joint Commission (TJC) approved divider and protective covering. Contractor shall, at no time intermingle JCMVAMC HME and supplies with equipment or supplies from non-VA activities or other VA medical center supplies or equipment. e) The Government reserves the right to inspect Contractor's premises, vehicles and equipment to be used in the performance of contract work to ensure conformance with requirements of this contract. f) Contractor's personnel must have current education, training and experience for routine delivery and assembly, maintenance/repair of equipment, and be knowledgeable of troubleshooting equipment, power equipment requirements, and structural considerations because of weight or installation requirements of specific brands and models of equipment. g) Contractor's personnel must have the ability to give clear and concise instructions on maintenance and operation of equipment to veteran beneficiaries and concerned persons. h) The majority of the requests for service shall be between the hours 8:00 am until 4:30 pm, Monday through Friday. However, the offeror shall provide services seven days per week, 24 hours per day, including Federal holidays. i) Delivery Times - Orders placed by the JCMVAMC shall be delivered within 24 hours of notification unless otherwise approved by the COR or if the VA beneficiary, caregiver and/or guardian/relative requests additional time. j) Pick-up Times - Contact with the VA beneficiary and/or family to set a time for pick-up of the equipment must be done within 24 hours of receipt of the JCMVAMC order. The pick-up itself should be done within 72 hours of receipt of the order, unless otherwise approved by the COR or if the VA beneficiary, caregiver and/or guardian/relative requests additional time. k) Emergency Delivery Orders: Emergency deliveries (such as VA beneficiary discharge or housebound patients, etc) shall be completed within 4 hours after receipt of a delivery order. l) The maintenance, refurbishing and repair service for HME Devices shall be performed in accordance with the manufacturer's instructions by personnel who are qualified to service the specific equipment. m) The contractor shall perform the repairs at the residence of the veteran, however if there is a need to return the item to the contractor's facility, a temporary replacement item will be provided to the VA beneficiary, if requested and approved by the COR, at no additional cost to the US Government. n) Upon delivery of an item(s) to a VA Beneficiary's residence, the contractor is required to set-up and adjusts the item(s) according to manufacture instruction and VA prescription. The VA beneficiary and/or caregiver should be fully instructed in the item's use, safety, and care and cleaning and receive the manufacturer's owner's manual/guidebook on all new items and if available on refurbished items. These instructions shall be documented per The Joint Commission regulations and CMS, to include addressing the VA beneficiary or caregiver's level of understanding. o) Contractor must have capability to maintain Inventory management and security of GFE, clean and disinfect GFE, conduct electrical safety tests and general mechanical inspections, and provide reports of activities back to the VA. p) Contractor personnel will be required to pass a background investigation and complete VA specified training annually as part of this contract. Instructions to Interested Parties - RESPONSE - Responses to this Sources Sought Notice should: a) be able to demonstrate the firm's ability, capability and responsibility to perform the principal components of work and services required as listed in this Notice, to include participation by any subcontractors b) list of counties and/or map outlining counties in which services can be provided c) include the following information: i. business name, DUNS number and business address ii. point of contact to include e-mail address and telephone number iii. subcontractor's business names and addresses iv. a representation of business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.) v. a list of active and inactive services performed for commercial, federal, state, and local governments All Responses are to be sent via regular mail to the Point of Contact and received no later than 1:00pm CST on Monday, 31 December 2012. No submissions will be accepted after this date and time. All responses shall be in the English Language. Information provided will not be returned. This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation or grant authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Additional Information: Responses to this notice are limited to twenty-five (25) pages in length. Pages are to be 8.5 by 11 inches in size and will be numbered. Interested parties may include a single cover sheet and a Table of Contents which will not be included in the page count. Any submission containing more than 25 pages will be truncated after 25 pages and the remaining material will not be considered by the Government when trying to decide if the company is capable of performance. QUESTIONS regarding this Sources Sought Notice should be submitted to the primary point of contact as shown below. Primary Point of Contact: Mr Andrew Raiber, Contracting Specialist Phone: +1 (555) 000-0000 Email: contact@example.gov Address: Dept. of Veterans Affairs NCO 16, ATTN: 90(c) Jack C. Montgomery Medical Center 1011 Honor Heights Drive Muskogee, OK 74401