6835--PSAS | HOME OXYGEN SERVICES - VISN 2 UPSTATE

Amendment / Modification

This modification provides clarification on Attachment A_Schedule of Supplies Services, specifically regarding CLINs X010 and X011, confirming they represent yearly quantities. Additionally, this modification extends the due date for the Request for Quotation (RFQ) to July 11, 2025, at 4:00 PM.

• Attachment A_Schedule of Supplies Services (CLINs X010 and X011 clarification)
• RFQ due date

The deadline for submitting offers has been extended to July 11, 2025, at 4:00 PM. Bidders should ensure their offers reflect the clarified yearly quantities for CLINs X010 and X011.

Amendment / Modification

This modification updates the solicitation to correct CLIN numbers throughout the document to align with Attachment A. It also revises the Final Estimates for Option Period One.

• Price Schedule
• Final SOW (Statement of Work)
• CLIN numbers
• Final Estimates for Option Period One

This modification does not extend the hour and date specified for receipt of offers. Offerors must acknowledge receipt of this amendment. If an offer has already been submitted, changes can be made via letter or electronic communication referencing the solicitation and this amendment, provided it is received prior to the opening hour and date.

Form / Attachment / Pricing Sheet

This document is a Schedule of Supplies/Services, also referred to as a pricing sheet, that requires offerors to provide all-inclusive unit prices and estimated total costs for each CLIN and SUB-CLIN. It details the specific equipment and services required for the contract.

• Instructions for Completion: Offerors must complete all portions, entering unit prices and calculating estimated total costs. Blank or partial pricing is unacceptable; $0.00 should be entered if there is no cost. Incomplete proposals will be removed from consideration.
• Estimated Quantities: All quantities are estimated annual quantities. The government is not obligated to purchase a specific amount but will pay for services requested and received.
• Contract Line Item Numbers (CLINs): The document breaks down requirements into CLINs and SUB-CLINs, specifying descriptions, PWS references, estimated quantities, units, and placeholders for unit cost and estimated total cost.
• Period of Performance: Pricing is detailed for the Base Period (Oct 1, 2025 - Sep 30, 2026) and multiple Option Years (Oct 1, 2026 - Sep 30, 2027; Oct 1, 2027 - Sep 30, 2028; Oct 1, 2028 - Sep 30, 2029; Oct 1, 2029 - Sep 30, 2030) and a final six-month Option Period (Oct 1, 2030 - Mar 31, 2031).
• Services/Equipment: Includes rental of oxygen concentrators (various LPM capacities, portable options, specific weight/sound level requirements), ventilators (invasive and non-invasive), BiPAP ST setup, heavy-duty compressor setup, heated/humidified high flow oxygen system setup, mechanical insufflator-exsufflator device setup, emergency equipment replacement, portable oxygen cylinders (various sizes), and RRT Practitioner Visits.

This document is critical for bidders to understand the specific equipment and services required, the estimated quantities for each period of performance, and to prepare their pricing proposals accurately. Bidders must provide comprehensive pricing for all CLINs and SUB-CLINs as instructed to ensure their proposal is considered complete.

Solicitation / RFP / RFQ

This solicitation is for Home Oxygen Services for eligible Veteran beneficiaries within VISN 2, which includes VA Medical Centers in Albany, Finger Lakes, Syracuse, Western New York (Batavia), and their surrounding catchment areas. The services are required to be in accordance with Joint Commission standards.

• Provision of all labor, tools, equipment, maintenance, repair, supplies, and transportation for Home Oxygen Services.

• Initial equipment setup with patient/caregiver education and return demonstration.

• Follow-up visits and assessments as prescribed.

• Services must cover beneficiaries within VISN 2 and those residing in bordering states (Vermont, Massachusetts, Connecticut, New Jersey, Pennsylvania) who utilize VISN 2 Medical Centers.

• Contractor must meet Joint Commission standards or equivalent accreditation.

• Specific requirements for Registered Respiratory Therapists (RRTs) to perform assessments, setups, and follow-up visits.

• Detailed specifications for various equipment including concentrators (10 LPM, 5 LPM, Portable), ventilators (invasive and non-invasive), and mechanical insufflator-exsufflator devices.

• Emergency services available 24/7 with a 4-hour response time.

• Contractor must have an emergency preparedness plan.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ) Fixed Price (FP).

• Period of Performance: One-year base period with four one-year option periods, and a fifth option period of six months for transition. Services are to be performed no later than September 30th of each year unless authorized otherwise.

• Offers are due by July 9, 2025, 12 PM EDT.

• Proposals must be submitted electronically via email to Corey.Swinton@va.gov.

• Proposals must include a Technical Proposal, Price Proposal, and completed attachments.

• Evaluation factors include Technical, Past Performance, and Price, with Technical and Past Performance being significantly more important than Price.

• Key deadlines: Questions due by June 11, 2025, 12 PM EDT.

• This acquisition is unrestricted.

• Offerors must be certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) listed in the SBA certification database.

• Offerors must meet Federal small business size standards for NAICS code 339112 (Surgical and Medical Instrument Manufacturing) with a size standard of 1200 employees.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, ordering, and contract terms.

• A Business Associate Agreement (BAA) is required due to the handling of Protected Health Information (PHI).

• Detailed equipment specifications and performance standards are provided in the attachments.

Form / Attachment / Pricing Sheet

This document provides a breakdown of the number of patients by zip code as of June 23, 2025. It is intended to offer demographic or geographic data relevant to the opportunity.

• The data is presented in a table format with two columns: 'Zip Code' and '# Patients'.
• Each row lists a specific zip code followed by the count of patients associated with that zip code.
• A 'Grand Count' is provided at the end, totaling 2717 patients.

This data may be relevant for bidders to understand the geographic distribution of the patient population the opportunity pertains to. This information could inform resource allocation, service delivery planning, or market analysis for potential offerors.

Form / Attachment / Pricing Sheet

This document outlines the evaluation factors and criteria that will be used to assess proposals for the Home Oxygen services opportunity. It details how cost/price and non-cost factors will be weighed in determining the best value to the Government.

**Evaluation Factors (in descending order of importance):

• Factor 1: Cost/Price:

  • Will not be scored but evaluated against non-cost factors for best value.
  • Evaluated for compliance, reasonableness (compared to IGCE and other offers), and potential trade-offs.
  • Award may be made to a higher-priced offeror if performance offers higher confidence.

• Factor 2: Technical Capability:

  • Subfactor A: Quality: Requires detailed descriptions of processes for Joint Commission accreditation, RRT schedule management, timely oxygen cylinder deliveries, 24x7 availability and 4-hour response, patient/caregiver education, equipment maintenance tracking, emergency management plans, incident reporting, infection control, VA reporting, and invoicing procedures.
  • Subfactor B: Management, Experience and Staffing: Requires details on organizational structure, key personnel experience in home respiratory services, hiring practices, staff recruitment capabilities, personnel orientation/training/competency assessment, IT support for RRTs, contingency staffing plans (considering security clearance timelines), and subcontractor utilization/oversight.
  • Subfactor C: Transition/Implementation Plan: Requires a detailed plan with key milestones to minimize disruption, including readiness for order taking, patient setup, call handling by 2/1/2026, patient transition monitoring, and full implementation within 180 days of award while maintaining existing visit schedules.

• Factor 3: Past Performance:

  • Evaluates how well the Offeror performed similar work in the last five years (recent and relevant).
  • Requires a summary statement of relevant contracts, a list of up to five references, and information on any past terminations or cure notices (within the last 8 years).
  • The VA will conduct a performance confidence risk assessment and may use information from various sources.
  • Offerors without relevant past performance will receive a neutral rating.

Offerors must structure their proposals to respond to each factor and subfactor in the order presented. Failure to address all items may impact the evaluation. This document is critical for understanding the specific requirements and how proposals will be assessed for award.

Amendment / Modification

This modification (P0001) to solicitation 36C24225R0013 introduces several key changes:

• Proposal Submission Deadline Extended: The hour and date for receipt of offers has been extended to July 9, 2025, at 12:00 PM EDT.
• Solicitation Document Updates: Updated documents have been uploaded, including Attachment A, Attachment B, and S02 - 36C24225R0013_Final Solicitation Document.
• VAAR 852.215-70 Removed: This clause has been removed from the solicitation.
• Questions Answered: Responses to vendor-posed questions have been provided, addressing various aspects of the solicitation, including equipment specifications, CLINs, delivery timelines, and administrative details.
• Attachment A Updated: New CLINs have been added to Attachment A for additional POC backup batteries, and specific CLINs have been amended for tanks.
• PWS Amendments: Several sections of the Performance Work Statement (PWS) have been amended based on vendor questions. Notable changes include:
  • Clarification on the use of Heated/Humidified high flow oxygen systems.
  • Addition of CLINs for BiPAP and Heavy-Duty Compressors.
  • Correction of section reference numbers and wording.
  • Removal of specific sections related to Dual Lumen and liquid oxygen.
  • Clarification on the address for survey mailings.
  • Removal of "and any necessary supplies" from specific CLINs.
  • Updates to COR and ACO contact information.
  • Clarification on the NAICS code (325120).
  • Provision of Government-owned equipment inventory by location.
  • Confirmation that RRT visits for set-ups are billable under CLIN X007.
  • Removal of liquid oxygen requirement and provision of average tank refills per patient.
  • Clarification on facility requirements prior to award.
  • Confirmation of per-tank charges for cylinder rentals.
  • Retention of the 5-year experience requirement and multi-state licensure requirement.
  • Revision of the full implementation date to February 1, 2026.
  • Provision of average patient numbers by VAMC location.
  • Confirmation that estimated quantities are monthly.
  • Removal of specific language regarding SDVOSB/VOSB subcontracting from evaluation factors.
  • Clarification on Attachment E for references.
  • Correction of the total solicitation page count.
  • Confirmation of a 3-part submission (Price, Technical, Past Performance).
  • Instruction to submit a completed Attachment A with CLINs.
  • Clarification on set-up timelines, including weekends and holidays, and the role of RTs vs. technicians.
  • Explanation of differing replacement timeframes for ventilators and concentrators.
  • Confirmation of no limit on patient travel.
  • Clarification on billing for M90 tanks.
  • Confirmation that CLIN is not required on the invoice spreadsheet.
  • Confirmation that Tungsten entries should mirror invoice breakdowns.
  • Clarification on patient-level utilization data and IT system access requirements.
  • Details on notification for long-term travel changes.
  • Clarification that CLINs 0004a-0004c are for emergency equipment replacement, not purchase or rental.
  • Confirmation that reimbursement for lost/damaged equipment due to veteran negligence will not be modified.
  • Confirmation that only an RRT can perform emergency replacement or maintenance for specific complex equipment.
  • Confirmation that new CLINs have been developed for Heated/Humidified High Flow Oxygen Systems and Mechanical Insufflator-Exsufflator devices.

• Solicitation deadline

• Attachments A, B, and S02

• VAAR 852.215-70

• Numerous sections within the Performance Work Statement (PWS)

• Attachment B (Evaluation Factors for Award)

• The proposal submission deadline is extended to July 9, 2025, 12:00 PM EDT.

• Bidders should review all updated attachments and PWS sections carefully.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT H Wage Determination.docx", provides the U.S. Department of Labor (USDOL) Wage Determinations (WD) that are incorporated into the solicitation. It specifies the minimum wage rates and benefits required for various labor categories in different geographic areas within New York State.

• The document lists specific Wage Determination (WD) Numbers, their Revision Numbers, and Dates of Revision.
• It details the New York State Areas (Counties) to which each wage determination applies.
• Direct links to each wage determination on SAM.gov are provided for easy access.
• Instructions are included on how to access the full text of wage determinations via http://www.wdol.gov/ if needed.

Bidders must review these wage determinations to accurately calculate labor costs for their proposals. Compliance with these minimum wage and benefit rates is a requirement for performing the work described in the solicitation. The specific counties listed indicate where these wage rates are applicable for the services to be performed.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT E Past Performance Reference.docx", is a form that offerors must complete to provide past performance reference information. It is used to demonstrate the offeror's experience with similar projects.

Offerors are required to list at least three (3) businesses or medical facilities of similar size and scope to the solicitation, from which they have purchased the offered services within the past three (3) years. For each reference, the following information must be provided:

• Contract Number
• Estimated Contract Value
• Period of Performance
• Name of Agency/Company
• Current Point of Contact (Name, Title/Position, Phone Number, Email Address)
• Brief Description of the Contract, demonstrating its relevance to the current requirement.

This attachment is critical for proposal preparation. Bidders must ensure they can provide accurate and up-to-date contact information for their references, and that these references are familiar with their performance and can provide feedback. The provided contract details and descriptions will be used to assess the offeror's past performance and its relevance to the current opportunity.

Form / Attachment / Pricing Sheet

This document is Attachment F, a Quality Assurance Surveillance Plan (QASP) for the Home Oxygen Services for VISN 2 North contract. It outlines the systematic methods the government will use to evaluate the contractor's performance.

• What will be monitored: Contractor performance against contract terms.

• How monitoring will take place: Through various surveillance methods.

• Who will conduct monitoring: Contracting Officer (CO), Administrative Contracting Officer (ACO), and Contracting Officer's Representative (COR).

• How monitoring results will be documented: Through reports, inspections, and potentially Contract Discrepancy Reports (CDRs).

• Timely Set-Ups: 100% within 24 hours (unless beyond contractor control).

• Timely RT Visits: 90% compliance with contract terms.

• Completion of Beneficiary Education: 100% documented.

• Timely RT Notes: 95% entered into CPRS within three business days.

• Joint Commission (JC) Standards: 100% compliance or approved monthly reports.

• Customer Satisfaction: 90% satisfaction rate.

• Current Monthly Invoices: Less than 2% late bills.

• Accurate RT Notes: 100% accuracy.

• Contractor Submitted Data review.

• Validated Notifications (patient satisfaction surveys).

• Periodic and Random Inspections (e.g., 5 random patients per service area monthly).

• CO/ACO: Overall contract compliance, final performance determination.

• COR: Technical administration, proper surveillance, maintaining quality assurance file.

• Performance is documented and used for CPARS ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory).

• Contract Discrepancy Reports (CDRs) will be issued for performance not meeting acceptable quality levels.

This QASP details how the government will measure and evaluate the contractor's performance. Bidders should review the performance standards and acceptable quality levels to understand the expected quality of service and how their performance will be assessed throughout the contract period. It highlights key areas like timely service, patient education, customer satisfaction, and documentation accuracy.

Form / Attachment / Pricing Sheet

This document is Attachment D, a Past Performance Questionnaire, designed to collect feedback from evaluators on an offeror's performance regarding Home Oxygen Services. It is to be completed by a reference provided by the offeror and returned to the Contract Specialist.

• Offeror Information: Fields for the offeror's name, address, point of contact, contract number, estimated dollar value, period of performance, and scope of services.
• Reference Information: Fields for the evaluator's company name, reference name and title, phone number, and email address.
• Performance Evaluation Questions: A series of 17 questions covering compliance with contract requirements, technical expertise, Joint Commission standards, contract management, timeliness, reporting, personnel, billing, customer satisfaction, problem notification, responsiveness, flexibility, overall performance, professionalism, and whether another contract would be awarded.
• Rating System: A scale from Unsatisfactory to Exceptional, with a Neutral option.
• Remarks Section: Space for detailed comments for each question and additional remarks.
• Submission Instructions: Specifies that the completed questionnaire should be emailed to Corey.Swinton@va.gov or faxed, and explicitly states not to return it to the contractor being evaluated.

While this form is completed by a reference, bidders should be aware of its existence and the types of questions asked. Understanding these questions can help bidders prepare their own past performance information and select appropriate references who can speak to their performance in areas such as compliance, technical expertise, responsiveness, and customer satisfaction, particularly concerning Home Oxygen Services.

Form / Attachment / Pricing Sheet

This document is a Contractor Certification form related to the Immigration and Nationality Act of 1952, as amended. It requires contractors to certify their compliance with laws and regulations concerning the employment of foreign nationals.

• Certification Requirement: Contractors must certify they will comply with all legal provisions of the Immigration and Nationality Act of 1952, as amended, and related laws enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor.
• Prohibition on Illegal Employment: Contractors must not knowingly employ, contract, or subcontract with illegal aliens or foreign nationals who are in violation of their U.S. admission status.
• E-Verify Compliance: Contractors must comply with "E-Verify" requirements consistent with "Executive Order 12989" and applicable Federal Acquisition Regulations.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of foreign nationals from working on Department of Veterans Affairs (VA) patient referral contracts and may be grounds for contract termination for breach.
• Subcontractor Certification: Contractors agree to obtain similar certifications from their subcontractors.
• Signature Block: Fields for signature, date, typed name and title, and company name are provided.
• False Certification Warning: A warning is included stating that false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.

A completed copy of this certification form must be included with your proposal response. Bidders must understand and agree to these requirements regarding the employment of foreign nationals to ensure their proposal is compliant and to avoid potential contract termination if awarded.

Form / Attachment / Pricing Sheet

This document is Attachment 1, the VISN 2 Home Oxygen Customer Satisfaction Survey. It is designed to gather feedback from patients who have recently received oxygen or respiratory therapy equipment and home visits from a Department of Veterans Affairs (VA) contracted provider. The survey aims to assess patient satisfaction with the services received.

• VA Medical Center Identification: Patients are asked to indicate which VA Medical Center they receive services from (Albany, Bath, Canandaigua/Rochester Outpatient Clinic, Syracuse, Buffalo).
• Service Ratings: Patients are asked to rate specific aspects of the service on a scale from Excellent (5) to Poor (1). These aspects include:
  • Timeliness of equipment/supply delivery
  • Cleanliness of equipment upon delivery
  • Proper operation of equipment
  • Adequacy of instructions for safe equipment use
  • Courteousness and helpfulness of staff
  • Explanation of how to contact for after-hour assistance
  • Likelihood to recommend the service
  • Whether services met patient standards
• Improvement Suggestions: Open-ended questions for patients to provide feedback on safety improvements regarding equipment/therapy and general comments.
• Optional Contact Information: Fields for patients to provide their name and phone number if they wish to be contacted regarding a problem.
• Mailing Instructions: Instructions for patients to fill out the survey, place it in an envelope, and mail it to a specific VA address in Buffalo, NY.

This survey is relevant to bidders as it outlines the customer satisfaction metrics and feedback mechanisms that the VA uses to monitor the performance of its Home Oxygen and Respiratory Therapy contractors. Understanding these metrics can help bidders tailor their proposals to address key areas of patient satisfaction and demonstrate their commitment to high-quality service delivery.

Form / Attachment / Pricing Sheet

This document outlines the mandatory requirements for the use of thermal fuses in home oxygen therapy systems. It specifies when thermal fuses must be provided, how they should be installed, and the associated patient education requirements.

• Mandatory Use: Thermal fuses are required for all patients on home oxygen therapy unless a documented clinical contraindication exists.
• Installation: Two thermal fuses must be installed in each home oxygen delivery system (primary and portable equipment), and also in back-up systems.
• Exceptions: Not required for portable pulse dose/intermittent oxygen therapy equipment without a continuous flow setting. Required if a conserving device has a continuous flow option.
• Fuse Type: Fuses must be bidirectional or designed to prevent incorrect orientation.
• Replacement: Existing unidirectional fuses must be replaced. All fuses must be replaced at the end of their expected life or if actuated/involved in a fire.
• Patient Education: Patients must be educated on proper use, placement, and limitations (e.g., does not make smoking safe).
• Documentation: Education and the number of fuses provided must be documented in the 'Follow up Home O2 Vendor Assessment' note in CPRS.

This attachment details critical safety requirements and operational procedures related to thermal fuse usage for home oxygen therapy. Bidders must understand these requirements to ensure compliance with the contract, including proper equipment provision, installation, patient education, and documentation. Failure to adhere to these mandatory requirements could impact contract performance and evaluation.