Hvh Cpap Equipment Rental

PROJECT STATEMENT and SCOPE OF WORK

FOR RESPIRATORY EQUIPMENT RENTAL SERVICES FOR

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of respiratory equipment rental services to be provided the Hollidaysburg Veterans Home (HVH) in accordance with this Project Statement.

B. Specific. HVH is located at 138 Veterans Boulevard, Duncansville, PA 16635.

The PO will cover the bi-pap and c-pap rental services and related equipment/supplies at HVH on an as needed basis.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Kayla Brill, Purchasing Supervisor

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-8320

Fax: 717-861-2932

Email: allaucks@pa.gov

D. Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote.

It is DMVA’s intent to establish a three-year PO with two one-year renewal options. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

III. Project Statement.

A. Scope of Work. The awarded contractor shall provide on-site services to residents of HVH on an as needed basis, 24 hours a day, 7 days a week.

1. The awarded contractor will send a Respiratory Therapist to deliver the requested rental equipment along with any necessary parts and or supplies to HVH within six (6) hours of notification of the need. A representative of HVH will then escort the Respiratory Therapist to the resident’s room/unit in which the equipment is needed. The Respiratory Therapist will program the equipment to the specifications needed as per the physician’s order. The awarded contractor will deliver any further parts and/or supplies needed throughout the entire rental period. Vendor to supply product upgrades on a continuum basis at the same established bid prices. The vendor will provide all maintenance of the equipment to include filter changes, cleaning of the equipment, and any other applicable required maintenance throughout the term of the rental while at HVH. The vendor will pick up the equipment the same day or next business day once notification of discontinuation of the rental service has been received from HVH.

There will be a line added to the purchase order for Miscellaneous Respiratory Equipment/Parts/Supplies for items not covered by any items referenced on this solicitation.

B. As needed parts. Parts will be billed against an established line item in the awarded PO and the awarded contractor may be required to provide verification of costs. These parts will not include the following replacements: Monthly Filters, Quarterly Tubing and Semi-Annual Mask/Headgear. The awarded Contractor can only bill for parts necessary to make requested maintenance outside of the equipment maintenance. Need of these parts must be verified and authorized by the Facility Maintenance Manager or designee unless the part is deemed as an emergency requirement. Parts can only be billed at manufacturer’s catalog pricing with no more than a 3% upcharge.

C. Supplies and equipment. The awarded contractor will furnish all supplies and equipment necessary to perform these services as outlined in the statement of work at no additional charge to DMVA.

D. Residents option of services. Each resident of HVH reserves the right to accept or reject participation in the service offered under the awarded contract. The residents or residents' families may choose to obtain these services from another vendor at their own discretion and expense.

E. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

F. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

G. Qualification/Scope of Work Changes.  The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

H. Hours of Operation. The awarded contractor shall perform the services and deliveries within normal business hours. Services or deliveries may be performed outside of normal business hours with prior approval from the Program Area Office POC. Normal business hours are Monday through Friday between 8:00 A.M. and 4:00 P.M.

I. Background Checks. The awarded contractor shall be required to certify compliance with the Commonwealth Standard Terms and Conditions Section V.43 Contract-036.1 Background Checks (February 2016).

The awarded contractor shall, at its expense, perform a background check on each of his/her/its employees who will provide services at HVH. Backgrounds checks can be conducted via the Request for Criminal Record Check form and procedure found at https://uenroll.identogo.com/. The awarded contractor shall certify that a background check has been performed of each of the awarded contractor’s employees not less than five (5) days prior to that employee providing services at HVH. Thereafter, the awarded contractor shall certify that a background check has been conducted on each employee on an annual basis. If an employee of the awarded contractor has not been a resident of Pennsylvania for at least two (2) consecutive years prior to providing services at HVH, the award contractor shall also have an FBI check conducted on the employee.

The awarded contractor shall maintain documentation confirming that the required background checks and FBI checks, if required. In the event of an investigation or audit by DMVA or another governmental entity, the awarded contractor will be required to provide the documentation to DMVA.

The awarded contractor shall complete and return the background certification form and the RFQ to DMVA’s point of contact (POC) prior to commencement of services and annually thereafter.

J. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided.

K. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC. 

L. Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee’s consent, assign a permanently removed individual to DMVA at any time. 

M. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA. 

N. Medical Screening. The awarded contractor will present proof for all staff assigned to the Facility of having received a current, completed two-step PPD (purified-protein-derivative) tuberculin skin test (TST)  with negative/no reaction result within the  past 12 months or a negative Interferon Gamma Release Assay (IGRA) blood test (examples: QuantiFERON / T-spot) blood test within the past 12 months. 

The awarded contractor will have staff complete The Health Care Personnel Baseline Individual Tuberculosis Risk Assessment & Testing Record on page 2, according to Centers for Disease Control (CDC) guidelines for staff for those staff who have documentation of a negative two (2) step PPD  (TST) or negative IGRA test performed within the past 12 months. 

For those individuals with written proof of one (1) PPD within the past 12 months the contractor will need to complete a second test with negative/ no reaction results.  

For those individuals with a prior positive PPD (TST) or IGRA, the awarded contractor must provide documentation of a negative chest x ray and have the staff member complete The Health Care Personnel Baseline Individual Tuberculosis Risk Assessment & Testing Record on page 2. An individual with a documented normal chest radiograph does not require a repeat radiograph unless they are symptomatic or starting Latent Tuberculosis Infection (LTBI) treatment.  

A physician will evaluate any person with a known history of having a positive TST before that individual is permitted to work at the Veterans Home 

All staff assigned to Veterans Home must have an Annual Tuberculosis (TB) Signs and Symptoms Questionnaire completed annually. 

The TST is safe for infants, children, pregnant women, HIV-infected people, or those who have been vaccinated with the TB vaccine Bacilli Calmette-Guerin (BCG). However, for those who have received the BCG vaccine the IGRA test is preferred. 

The awarded contractor may utilize the PPD (TST) or IGRA blood testing prior to the start of the contract term and perform symptomatic screening for Tuberculosis. If at any time symptomatic screening is positive, the awarded contractor will need to perform PPD or IGRA testing. 

It is the awarded contractor’s responsibility to make sure that the Veterans Home is provided with the most current documentation throughout the term of the agency contract. Failure to provide the required documentation will be interpreted as the awarded contractor not complying with the Terms and Conditions of the agency contract

O. Infection Control.  The awarded contractor must comply with all Commonwealth of PA infection control requirements, Centers for Disease Control and Prevention (CDC) guidance, and COVID-19 guidelines for the duration of the contract period. 

P. Annual Training of Contracted Staff: All awarded contractors, contractor personnel, and subcontractors that encounter residents during the performance under their contract at a Veterans Homes shall complete annual training.  The training will consist of safety topics, emergency preparedness, residents’ rights, abuse, infection control, reporting, incidents, HIPAA, and compliance.  The approximate length of all combined trainings is estimated at no more than 2 hours per person. The cost associated with the annual trainings shall be included in contract amount and shall not be billed separately. 

Q.   Prevailing Rate. For all qualifying services provided under the Contract, the awarded contractor shall bill the facility directly for any services provided to a veteran who is receiving prevailing rate due to a service-connected disability, for those services that are physician ordered and the prevailing rate applies to the service.  The Veterans Homes will notify the awarded contractor of prevailing rate residents and services.  The prevailing rate status of residents may change throughout the term of the contract.  The awarded contractor shall update billings to reflect the correct resident status for all dates of service.  The awarded contractor shall update retroactive payments, credits, and invoices that need to be made to DMVA and insurances to ensure correct billings for all retroactivity relative to prevailing rate.    If the awarded contractor has questions regarding prevailing rate, what services are covered, or which residents are receiving prevailing rate, please reach out to Home POC.  The awarded contractor shall bill the  Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. The awarded contractor shall provide an itemized invoice by resident for all services billed to DMVA.  This Prevailing Rate clause takes precedence over any other insurance or billing clause contained in this Contract.

R.  DMVA Payment Authorization. For all services provided under the Contract, DMVA reserves the right to authorize the Veterans Home to pay for the services provided.  The awarded contractor shall bill DMVA and DMVA shall pay for services with DMVA payment authorization.  DMVA shall provide pre-authorization in writing to the awarded contractor prior to the provision of services. The awarded contractor shall provide an itemized invoice by resident for all services billed to DMVA. 

S. Insurance Billing – Resident Pay, non-Enhanced Veterans Reimbursement (EVR). The awarded contractor shall bill Medicare and other third-party payers for services provided.  The awarded contractor shall bill Medicaid, when participating.  The awarded contractor is required to make a good faith effort to obtain reimbursement from third-party insurance and Medicaid if the awarded contractor is participating.  The awarded contractor shall send all remaining bills directly to the resident for payment. The awarded contractor shall agree to direct billing for all services and procedures provided, as follows: Medicare, Primary Insurance, Medical Assistance, Supplemental Insurance (Medicare deductible/co-insurance), lastly the Resident. The awarded contractor shall accept the insurer’s Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. The resident shall not be responsible to pay the difference between the UCR and the awarded contractor’s rate for a given service. DMVA shall not cover any outstanding costs or expenses associated with the provision of services under this contract.

T. Insurance Billing – Enhanced Veterans Reimbursement (EVR).  The awarded contractor shall bill Medicare and other third-party payers for services provided.  The awarded contractor shall bill Medicaid, when participating.  The awarded contractor is required to make a good faith effort to obtain reimbursement from third-party insurance and Medicaid if the awarded contractor is participating.  The awarded contractor shall send all remaining bills directly to the State Veterans Home for payment. The awarded contractor shall agree to direct billing for all services and procedures provided, as follows: Medicare, Primary Insurance, Medical Assistance, Supplemental Insurance (Medicare deductible/co-insurance), the resident may be billed for applicable deductible and coinsurance amounts, lastly the State Veterans Home. The awarded contractor shall accept the insurer’s Usual, Customary and Reasonable (UCR) rates as the acceptable rate for the service provided. The State Veterans Home shall not be responsible to pay the difference between the UCR and the awarded contractor’s rate for a given service. DMVA shall not cover any outstanding costs or expenses associated with the provision of services under this contract.

U. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office: 

Dawn Hopkins Procurement Specialist

Department of Military & Veterans

Hollidaysburg Veterans Home

138 Veterans Boulevard

Duncansville, PA 16635

Telephone: 814-696-5210

Email Address: dawhopkins@pa.gov