THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION. THE SUBMISSION OF CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), 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. SOURCES SOUGHT/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339113 (size standard of 800 Employees). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide Prosthetics & Orthotics Devices and services to VISN 5 medical centers. The government is contemplating a multi-award Basic Ordering Agreement (BOA) in support of all VISN 5 medical centers Prosthetics Departments. Item Information: L-CODE ITEMS A-CODE ITEMS Note: * It should be noted that L Code and A Code pricing are published by the Centers for Medicare and Medicaid Services (CMS) Healthcare Common Procedure Coding System (HCPCS). The website for the L Code & A Code Pricing: http://www.cms.hhs.gov/ICD9ProviderDiagnosticCodes/01_overview.asp (DME, Orthotics and Prosthetics). The Codes are updated every year and are released in December, for the following year. The discounts shown in the Schedule above are for the categories as stated in the Description of Services above, with the CMS representing the L Codes for Orthotics (new and repair) and the A Codes for shoes, inserts and related items. The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.? (2) Is your company considered small under the NAICS code (339113) identified in this RFI? (3) Which VA Medical Centers will your company be able to support (within seventy-five miles of the medical facility): VA Maryland Health Care System (512) 10 North Greene Street Baltimore, MD 21201 Louis A Johnson VAMC (540) 1 Medical Center Drive Clarksburg, WV 26301 Hershel Woody Williams VAMC (581) 1540 Spring Valley Drive Huntington, WV 25704 Martinsburg VAMC (613) 510 Butler Avenue Martinsburg, WV 25401 Washington, DC VAMC (688) 50 Irving Street, NW Washington, DC 20422 (4) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (5) Please submit your capabilities statement illustrating your organization s ability to meet the described items for planning purposes. (6) Please review the Statement of Work below and provide feedback or suggestions. If none, please reply as N/A. (7) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to [email protected]. Telephone responses will not be accepted. Responses must be received no later than Wednesday, July 23, 2025 by 12:00 PM EST (noon). All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement. Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. STATEMENT OF WORK BACKGROUND The U.S. Department of Veterans Affairs (VA), Regional Procurement Office (RPO) East, VA Capitol Heath Care Network (VISN 5) has an ongoing program for all Network Contracting Office (NCO) 5 VISN-Wide Veterans Affairs Medical Centers (VAMC) including the Community- Based Outpatient Clinics (CBOCs) to furnish orthotic appliances and related services (including - custom orthotics, braces, diabetic shoes, inserts, elastic supports for joints, stockings, compression garments, other new devices and repairs) to those Veterans that require them and are eligible for assistance. The range of services shall encompass Healthcare Common Procedure Coding System (HCPCS) Codes: L0100-L4999; A4466; A5500-A5513; and A6501- A6549. SCOPE The VA has an ongoing program to furnish Orthotic Appliances and Related Services to those Veterans that require them and are eligible for assistance. VISN 5 is seeking to acquire Orthotic Appliances and Related Services (The range of services shall encompass Healthcare Common Procedure Coding System (HCPCS) Codes: L0100-L4999; A4466; A5500-A5513; and A6501- A6549) to support the Veterans in need. It is the VA s intent to issue a Multiple Award, Firm- Fixed Price, Five-Year Open Market Blanket Ordering Agreement (BOA) on a competitive basis within a VA Medical Center s jurisdiction under the authority of Title 38 U.S.C. Section 8123. The Orthotic Appliances and Related Services must be provided to the following facilities located in VISN 5, but not limited to: VA Maryland Health Care System (512) 10 North Greene Street Baltimore, MD 21201 Louis A Johnson VAMC (540) 1 Medical Center Drive Clarksburg, WV 26301 Hershel Woody Williams VAMC (581) 1540 Spring Valley Drive Huntington, WV 25704 Martinsburg VAMC (613) 510 Butler Avenue Martinsburg, WV 25401 Washington, DC VAMC (688) 50 Irving Street, NW Washington, DC 20422 The VA will provide a list of approved L Codes for work to be provided by the Contractor. The Contractor shall not add or substitute components without prior approval and written authorization from the VA Clinic Team Prosthetic Representative or Contracting Officer s Representative (COR). The solicitation only includes commercial items. Products that are not commercial items are considered experimental and purchase of experimental products shall not be authorized. EDUCATIONAL AND TRAINING REQUIREMENTS GENERAL EDUCATION All contractors shall have a full-time American Board Certified (ABC) or Board for Orthotist- prosthetist Certification (BOC) orthotist on staff at each of their locations with current and valid credentials and any applicable licenses. for the state in which he/she practices in good standing. CONTRACTOR FACILITY LOCATIONS All Contractor facilities as well as other fabrication facilities such as commercial central fabrication facilities that will be utilized for this Multiple Award BOA shall be listed in the proposal. All work required under this BOA shall be conducted at the facility locations included in the BOA. The Contractor s facilities shall be accredited either by the Facility Accreditation Program of the ABC or the Accredited Facilities Program of the BOC at the time of proposal submission. The VA reserves the right to conduct site visits of the facility and review accreditation and certification documents and standards at any time. Contractor facilities must be within 75 miles to the closest VA. THE JOINT COMMISSION AND OTHER SPECIAL REQUIREMENTS The Contractor shall perform the required work in accordance with the Joint Commission (TJC) and ABC and/or BOC standards. All Contractor employees shall continuously meet or exceed TJC and ABC and/or BOC standards. Where the BOA does not require TJC accreditation or other regulatory body requirements, the Contractor shall perform the required work in accordance with TJC standards. A copy of TJC standards can be obtained from The Joint Commission, One Renaissance Blvd., Oakbrook Terrace, IL 60181 or http://www.jointcommission.org/. GENERAL REQUIREMENTS STANDARDS OF PERFORMANCE The Contractor shall fabricate all orthotic appliances in strict conformance to the prescription that has been provided by the VA Clinic Team. Contractors shall not add or substitute components or alter the beneficiary s orthotic appliance prescription in any way without prior approval and written authority from the VA Clinic Team or Prosthetic Representative/designee. SPECIAL EDUCATION REQUIREMENTS FOR CERTAIN ORTHOSES The fitting and alignment of the following orthoses/services must be performed under the supervision of an Orthotist who has met the applicable educational and training requirements, such as completion of a National Commission on Orthotic and Prosthetic Education (NCOPE) accredited educational program for Orthotics. APPROVED FACILITIES The contractor s facilities shall be approved by the Facility Accreditation Program of the American Board for Certification in Orthotics and Prosthetics, Inc. (ABC), the Accredited Facilities Program of the Board of Certification (BOC), and follow applicable CMS standards. All contractor facility locations used in this contract are subject to VA inspection at any time during the contract period by the Chief of Prosthetics or designee whose location is closest to the contractor s facility. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS The Contractor shall assign the following Credentialed/certified key personnel to this BOA: Certified Prosthetist/Orthotist Registered/Certified Fitter ABC Registered Technician Certified Pedorthist Certified Orthotist CONFIDENTIALITY OF PATIENT RECORDS The Contractor is a VA contractor and will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. The Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the sharing agreement, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. VA SENSITIVE INFORMATION VA sensitive information is all Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, records about individuals requiring protection under various confidentiality provisions such as the Privacy Act and the HIPAA Privacy rule, and information that can be withheld under the Freedom of Information Act. Examples of VA sensitive information include the following: individually-identifiable medical, benefits, and personnel information; financial, budgetary, research, quality assurance; confidential commercial, critical infrastructure, investigatory, and law enforcement information; information that is confidential and privileged in litigation such as information protected by the deliberative process privilege, attorney work-product privilege, and the attorney client privilege; and other information which, if released, could result in violation of law or harm or unfairness to any individual or group, or could adversely affect the national interest or the conduct of federal programs. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE DELIVERY The VA shall require the contractor to deliver items ordered under this BOA no later than 7 calendar day after receipt of a purchase/delivery order. The contractor shall notify the VA Prosthetics Representative/COR/designee and show cause in the event he is unable to deliver the required items in accordance with the Government's required delivery date. Failure by the contractor to provide a written notification as stated above within 7 calendar days after receipt of an order constitutes acceptance of an order. DAYS/HOURS OF OPERATIONS The VA VAMC/VISN 5 Medical Centers operate during normal business hours - Monday through Friday, 8:00am 5:00pm. Clinic sessions will be established at each VA Facility by the Prosthetics Representative/Lab Manager/VA Orthotist/COR/designee, in association with the Physician/Clinician. A clinic contractor rotation schedule may be implemented depending upon the number of contractors selected for BOA(s). CONTRACTOR PERSONNEL All contractor personnel are required to wear ID Badges during the entire time they are on the VA grounds. ID Badges must have an identification picture and shall state in English the name of the individual and the company represented. MULTIPLE AWARDS The Contracting Officer contemplates award of multiple firm-fixed price open market BOAs pursuant to this solicitation for commercial items Orthotic Appliances and Related Services. VA facilities within VISN 5 may order from BOA(s) awarded under this solicitation. CONTRACT ADMINISTRATION DATA The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements under this BOA. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this BOA. ABBREVIATIONS A-CODE MEDICARE CODE FOR ORTHOTIC SHOES, INSERTS & ORTHOTIC SUPPLEMENTS L-CODE MEDICARE CODE FOR ARTIFICIAL LIMBS & ORTHOTIC APPLIANCES/SERVICES AAOP American Academy of Orthotics and Prosthetics ABC American Board Certified AOPA American Orthotic and Prosthetic Association (AOPA) BOC Board for Orthotist Prosthetist Certification IAOP International Association of Orthotics and Prosthetics CMS Centers for Medicare and Medicaid Services CO Contracting Officer COR Contracting Officer Representative HCPCS Healthcare Common Procedure Coding System NAAOP National Association for the Advancement of Orthotics and Prosthetics NCOPE National Commission on Orthotic and Prosthetic Education NPPD National Prosthetic Patient Database PSAS Prosthetic and Sensory Aids Service CONTRACTING OFFICER S REPRESENTATIVE (COR) Under the authority contained in VAAR 801.603-70 and 801.603-71, for the following requirement: VISN Wide Orthotics Contract, A COR will be appointed for the Basic Ordering Agreement(s). In addition, each medical center will provide a representative to assist the COR at the local facility. PRICING Contract supplies and services listed below, with associated pricing, can be ordered under this BOA. The Contractor shall be allowed to vary within the categories for successful and efficient task completion not to exceed funded values of each order awarded under this agreement. As proposed, the Contractor will apply applicable extended/tier pricing to all categories used in the performance of orders issued under this Agreement. Orders may be awarded on a Firm-Fixed-Price basis only. Proposed CLIN Schedule ORDERING PERIOD ONE (09/17/2025 09/16/2026) 1001 L-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) 1002 A-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) ORDERING PERIOD TWO (09/17/2026 09/16/2027) 2001 L-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) 2002 A-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) ORDERING PERIOD THREE (09/17/2027 09/16/2028) 3001 L-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) 3002 A-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) ORDERING PERIOD FOUR (09/17/2028 09/16/2029) 4001 L-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) 4002 A-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) ORDERING PERIOD FIVE (09/17/2029 09/16/2030) 5001 L-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) 5002 A-CODE PRICING LESS VENDOR PROPOSED DISCOUNT (typically 7%-10%) Note: * It should be noted that L Code and A Code pricing are published by the Centers for Medicare and Medicaid Services (CMS) Healthcare Common Procedure Coding System (HCPCS). The website for the L Code & A Code Pricing: http://www.cms.hhs.gov/ICD9ProviderDiagnosticCodes/01_overview.asp (DME, Orthotics and Prosthetics). The Codes are updated every year and are released in December, for the following year. The discounts shown in the Schedule above are for the categories as stated in the Description of Services above, with the CMS representing the L Codes for Orthotics (new and repair) and the A Codes for shoes, inserts and related items.