6540--VISN 2 UPSTATE PRESCRIPTION EYEGLASSES
Page 14 of 14 THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 15.201(e) in order to conduct market research regarding the availability of vendors with a socioeconomic status of Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, Women Owned, and other Small Businesses that can provide prescription eyeglasses for VISN 2 Upstate. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a guarantee to issue an RFP in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future RFP, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The anticipated North American Industry Classification System (NAICS) Code is 339115 Ophthalmic Goods Manufacturing, Small Business Size Standard of 1000 Employees. NOTE: Please ensure that your System for Award Management (SAM) registration indicates this NAICS code if you are interested in the requirement. OVERVIEW: The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 2, and the New York/New Jersey VA Health Care Network (VISN 2) anticipate a requirement for Prescription Eyeglasses for eligible Veteran beneficiaries within VISN 2 Upstate. This requirement is for the manufacturing and delivery of both dress and safety prescription eyeglasses. Contractor shall offer both dress and safety frames, as well as single vision, bifocal, trifocal, and progressive lenses, in accordance with the requirements of the Performance Work Statement (PWS). Contractor shall only provide eyeglasses in compliance with FAR 52.225-1, Buy American - Supplies, FAR 225-2, Buy American Certificate, VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside, as well as the Non-Manufacturer Rule. The Contractor shall, upon receipt of an eyeglass prescription/order provided by authorized VA designee, fabricate all eyeglasses in strict conformance to the eyeglass prescription/order, verify final eyeglasses with the prescription/order and ship all eyeglasses to the address requested by the VA (VA facility or Veteran residence), as indicated on the prescription/order issued by the Government. The Contractor shall deliver all items so they arrive at the VA requested destination no later than seven (7) business days after receipt of prescription/order issued by Government authorized personnel against the contract, unless otherwise noted. The 7-business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the Government reserves the right to request expedited delivery. The Contractor shall address emergent requests within 1-business day. On such occasions the Government will be responsible for actual additional shipping charges to accommodate the desired arrival date. Currently there are a total of twelve (12) VA Optical Shops within VISN 2 Upstate, however, additional facilities or clinics may be opened during the contract term. At this time all ordering is done by the Prosthetic and Sensory Aids Service (PSAS) Central Processing Section. However, each VISN 2 Upstate site reserves the authority to develop individual ordering and payment processes during the contract term. VISN 2 Upstate will be using 4-Sight for ordering and payment processes. For historical information only, there were 34,207 prescription eyeglasses orders in Fiscal Year (FY) 2019 across all facilities within VISN 2 Upstate. There were 22,594 orders in FY 2020 across all facilities within VISN 2 Upstate, however, this figure was impacted greatly by the Coronavirus Disease 2019 (COVID-19) pandemic and therefore the figure from FY 2019 should be given the greatest consideration. The number of orders is an estimate only and shall not be interpreted as a guarantee. ***ENSURE YOU HAVE REVIEWED THE KEY REQUIREMENTS, SUBMISSION INSTRUCTIONS, AND SPECIFIC RESPONSE ITEMS CAREFULLY BEFORE SUBMITTING A RESPONSE*** KEY REQUIREMENTS: The following key requirements are provided as an overview of the Government s requirement only: LENSES: All dress lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of American National Standards for Ophthalmic Lenses Recommendation ANSI Z80.1 or latest edition. All safety lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of American National Standards for Ophthalmic Lenses Recommendation ANSI Z87.1 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. Glass ophthalmic lenses shall be chemically or heat strengthened for impact resistance. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form, unless positive cylinder form is specified for the order. All lenses shall be UV Coated and scratch resistant at no charge to the government. Single Vision Lenses Lenses shall be available in glass, plastic, polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photocomatic lenses must also be available. Construction of single vision lenses shall include spheres and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Bifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photocomatic lenses must also be available. Construction of bifocal lenses shall include spheres and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Trifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate, trivex ,or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photocomatic lenses must also be available. Construction of trifocal lenses shall include spheres and sphero-cylinders in all powers. Add +1.00 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Progressive Lenses Brand Name or equal to Image, Solamax, Navigator or Navigator Short. Or equal items must meet or exceed the following salient characteristics: Lenses shall be available in a variety of materials, including but not limited to glass, CR-39, polycarbonate, and high index with refraction values up to and equal to 1.60 to 1.74. Lenses shall encompass fitting height parameters of 13mm up to =/- 30mm. Photocomatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 4.1.1.6 for additional requirements related to photocomatic lenses. Construction of lenses shall include spheres and sphero-cylinders in all powers. Add powers of +1.00 to +4.00 shall be available. Lenses must be compatible with anti-reflective coatings, anti-fog, tints, and must include scratch resistant coating. Soft design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift. Non-adaptive would be replaced by lined bifocals or trifocal, or two separate pairs one that is distance vision only and one that is near vision only, at no charge to the VA, within ninety (90) calendar days of Veteran receipt of eyeglasses whether directly mailed (at request of VA) or issued by VA Eye Clinic. Framed lenses and oversized blanks shall be available. All lenses shall be placed in frames unless otherwise requested. Premium Progressive Lenses Brand Name or equal to Varilux. Contractor shall include the most up to date current technology, such as digitally ground, wave front design that is the current standard. Premium progressive lenses are often referred to as "free-form design" or "wave-front technology." Premium progressive lenses provide a much wider, distortion-free reading area than standard progressive lenses. Vision is often clearer, as these lenses are digitally surfaced or ground. They are generally much easier to adapt to and have much less swim, effect or feeling dizzy with head movements. They are also designed to fit into all size frames. Photocomatic Lenses Brand Name or equal to Transitions Signature, Transitions XTRActive, Transitions Vantage and sun wear options including but not limited to Transitions Drivewear. Or equal items must meet or exceed the following salient characteristics: Lenses shall be available in a variety of materials, including but not limited to CR-39, polycarbonate, and high index with refraction values from 1.56 to 1.74; A variety of lenses shall be available to fit all included eyeglass frames; Lenses shall provide a broad spectrum of coverage to work with nearly all prescriptions including single vision, bifocals, multifocal, and progressive lenses; Lenses must block 100% of UVA and UVB rays; Lenses must be able to be worn indoors or outdoors all day, with indoor clarity that is virtually clear; Lenses shall have a variety of color options from clear to gray or brown. FRAMES: All dress frames shall be provided in accordance with the current edition of the American National Standard Requirements for Dress Ophthalmic Frames ANSI Z80.5 or latest edition. Safety Frames must meet the American National Standard for Occupational and Educational Eye and Face Protection, Z87.1 standards, or latest edition. All frames offered by the Contractor shall be new and not discontinued models. All Frames must be light in weight and maintain durability and strength. The styles must be fashionable and consistent with what is available at retail eyeglass stores. Spring hinges must have a smooth and consistent action that does not wear over time, with friction that is consistent toughout the entire range of motion. REQUIREMENTS FOR METAL FRAMES: The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won t tarnish or discolor over time. Utilize nose pads that comfortably grip the skin and prevent slippage of the glasses. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR TITANIUM FRAMES: Must be made of 100% titanium so hypo-allergenic. The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won t tarnish or discolor over time. Utilize nose pads that comfortably grip the skin and prevent slippage of the glasses. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR PLASTIC FRAMES: Hinges are securely attached to front of frame and to temples. All edges are smooth and hazard free. The frame is solidly constructed and able to withstand wear and tear versus flimsy that will easily break under pressure. The color or pattern is uniform and balanced toughout the entire frame. The finish is smooth, rich in color, and does not peel over time. After a few simple adjustments, the frame should feel comfortable when being worn. The bridge should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR SAFETY FRAMES: Lenses must be in a frame marked "Z87-2+" to qualify as safety glasses that are compliant with the ANSI Z87.1-2010 standard. The frames must have detachable side shields for safety marked Z87 indicating impact rated. Lenses must be made of polycarbonate and must carry the manufacturer's marking in upper/outer corner of lens, followed by a "+" sign indicating the lenses are impact rated. PRIVATELY OWNED FRAMES: Privately owned frames may be submitted to the Contractor for new lenses. Charges for lenses only shall be in accordance with the Schedule of Supplies/Services. Contractor is responsible for replacing with like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary. SHIPPING: All orders for eyeglasses will be shipped inside a suitable hard case. Safety glasses must be shipped in hard case that will accommodate glasses once side shields are attached based on the size of the selected safety frame. DELIVERY: The Contractor shall deliver all contract items so they arrive at the VA requested destination no later than SEVEN (7) BUSINESS DAYS after receipt of prescription/order issued by Government authorized personnel against the contract. The seven (7) business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the government reserves the right to request expedited delivery. The contractor shall address emergent requests within one (1) business day. On such occasions the government will be responsible for actual additional shipping charges to accommodate the desired arrival date in the event of an emergency. All orders with Veteran-paid upgrades will be given an additional one (1) business day to accommodate the Veteran purchase period detailed in Veteran-Paid Upgrades, below. All eyeglasses shall be delivered as directed on the purchase order (to either the designated address of the Veteran or VA optical location) and delivery shall be made using a service that is able to track the parcel from pick-up to delivery. The Contractor shall notify the VA Medical Center optician and COR via encrypted email using Azure RMS and show cause in the event the Contractor is unable to deliver the required items in accordance with the Government s required delivery date. The Contractor shall be responsible for informing the VA COR and the requesting VA optician within one (1) business day of any eyeglass request deficiency such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, inability to reach the Government representative, payment delays or other issues. The Contractor s failure to notify the VA COR and the requesting VA optician will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the Contractor from delivering the terms within the time required under this contract. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the VA PSAS Central Processing Unit shall telephonically contact the Contractor and notify the Contractor of such a requirement. A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the VISN 2 Network Prosthetic Manager, Deputy VISN Network Prosthetic Manager, or Chief of PSAS Patient Services. VETERAN-PAID UPGRADES: The Contractor shall offer Veteran beneficiaries the option to privately pay to upgrade their lenses to include an anti-reflective coating, photocomatic lenses, or both via a toll-free phone number. Veterans will be given one (1) business day from the date their order is sent to the Contractor to call and upgrade their lenses, meaning orders must be held for this timeframe. Payment must occur between the Veteran and the Contractor directly over the phone the VA cannot accept the payment and the Contractor must provide a receipt to the Veteran for their payment. The Contractor shall be responsible for matching Veteran requests for upgrades to the VA-placed orders in a seamless manner so that Veteran receives the complete eyeglasses including upgrades paid for. In the event a Veteran is unsatisfied with a lens upgrade he/she paid for, the Contractor shall reimburse the Veteran and replace with standard lenses at no additional cost. The Veteran will contact the contractor directly for any issues they have with the upgrades purchased. It is the sole responsibility of the Contractor to resolve any Veteran purchased upgrades directly with the Veteran. These issues will not be addressed by the VA non-contracted opticians. The Contractor shall supply informational flyers to each VA Optical Shop with instructions about how to upgrade lenses for distribution to interested Veterans. Contractor must have a toll-free phone number available for Veterans to call with questions and receive timely responses. Informational flyers will be supplied to each VA Optical Shop toughout the life of the contract at no expense to the Government and must remain available at all times. The Contractor shall also supply two (2) posters (24 x 36 or similar size) appropriately framed for immediate wall hanging and two (2) desktop displays for each VA Optical Shop with the same information from the informational flyer. The informational flyers, posters and desk-top displays shall be supplied at no expense to the Government. In addition to upgrading their lenses, Veterans shall also have the option to privately pay for a second pair of eyeglasses with the same prescription and same frame as the VA-placed order. All upgrades shall be made available to the Veteran at no more than the price of the corresponding CLIN(s) in the resultant contract. SAMPLE KIT: Consisting of each eye size with multiple bridge sizes, an approved sample kit shall be submitted to all participating VA Optical Shops at no additional cost to the government at least thirty (30) calendar days prior to the start of performance. The frames included in the sample kit will allow for different eye sizes, temples, and colors. Approved frames must be provided in all available sizes, and each available color must be represented if a frame catalog showing the colors is not available. For example, if a frame is available in five (5) sizes and tee (3) colors, VA would need five (5) frames (one of each size) with each color represented once. The sample kit shall include the following: Men s Frames Metal Men s Description Quantity Required Full metal frames with cable temples,A spring hinges,A solid or adjustable nose pads, as follows: (Qty: 1) At least 56m with a minimum b of 30mm to suit PAL (Qty: 1) Smaller lens 50m to 52m with a minimum B of 30 mm to suit PAL and smaller faces 2 total Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows: (Qty: 4) Traditional Double Bridge wider sizes 57m-62m/larger lenses (Qty: 4) Traditional double bridge smaller width/larger lens 54m-56m 8 total Unisex Metal - Unisex Description Quantity Required Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows: Single bridge smaller lenses to suit high rx s, minimum Vertical Dimension of 30mm, as follows: (Qty: 2) 48mm-50mm (Qty: 4) 51m-55m (Qty: 3) 56m-58mm (Qty: 2) 60m+ 11 total Full metal frame with solid (unfit) silicone nose pad, and spring hinges, as follows: (Qty: 2) 57m 60m traditional men s for larger faces (Qty: 1) 54-56 m smaller lens area with minimum 30m b for higher rx s 3 total Semi-Rimless - Unisex Description Quantity Required Semi-rimless with adjustable nose pads, and spring hinges. Minimum B of 30mm to suit PAL, as follows: (Qty: 2) 51m-53m (Qty: 3) 54m-57m (Qty: 2) 58m-60m 7 total Semi-rimless with adjustable silicone saddle bridge and spring hinges. At least one (1) frame must be in mid-range size such as 55m/56m. 2 total Plastic- Unisex Description Quantity Required Zyl frame with spring hinges, and keyhole bridge, as follows: (Qty: 1) 50-52m smaller lens to suit higher rx and PAL, min 145mm temples (Qty: 1) 53-56m to suit wider man s face and PAL 2 total Zyl frame with spring hinges and durable endpieces, as follows: (Qty: 2) 49m-52m with a minimum Vertical Dimension of 30mm to suit PAL (Qty: 1) 49m-52m with a minimum Vertical Dimension less than 30 to suit NVO readers (Qty: 2) 53m-56m with a minimum Vertical Dimension of 30mm to suit PAL bridge 17 or wider (Qty: 1) 56m-58m with a minimum Vertical Dimension less than 30 to suit NVO (Qty: 2) 56m-58m with a minimum Vertical Dimension of 30mm to suit pal and wide faces (Qty: 1) 60mm to suit wide faces 9 total Titanium- Unisex Description Quantity Required Titanium frames, full metal with spring hinges and adjustable nose pads, as follows: (Qty: 2) 57m or larger to suit wider face, minimum 30m B measurement to suit PAL (Qty: 2) 53m-56m minimum B of 30mm to suit PAL 4 total Titanium frames, semi-rimless with spring hinges and adjustable nose pads, as follows: (Qty: 1) 57m or larger to suit wider face minimum 30m B measurement to suit PAL (Qty: 1) 53m -56m minimum B of 30mm to suit PAL 2 total Women s Frames Metal Women s Description Quantity Required Full metal with adjustable nose pads and spring hinges inA sizes 52 & 54 & 56m and at least 1 with minimum b of 30mm 8 total Full metal with adjustable nose pads and spring hingesA in sizes 48 & 50 and at least 1 with minimum b of 30mm 4 total Full metal with adjustable nose pads, spring hinges, and small bridge size of 16 and at least 1 with minimum b of 30mm 2 total Semi-Rimless Women s Description Quantity Required Semi-rimless with adjustable nose pads and spring hingesA in sizes 52 & 54 Minimum 30mm B measurement for PAL. 3 total Plastic Women s Description Quantity Required Zyl Frames with spring hinges, multiple colors, as follows: (Qty: 2) 48m -50mm with minimum Vertical Dimension of 30mm to suit PAL (Qty: 3) 51m-54mm with minimum Vertical Dimension of 30mm to suit PAL (Qty: 1) 55m-56 m to suit wider faces 6 total Titanium Women s Description Quantity Required Titanium frames, full metal with spring hinges and adjustable nose pads, as follows: (Qty: 2) 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL (Qty: 1) 53-55m to suit wider face, minimum Vertical Dimension of 30m to suit PAL 3 total Titanium frames, semi-rimless with adjustable nose pads, as follows: (Qty: 1) 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL (Qty: 1) 53-55m to suit wider face, with minimum Vertical Dimension of 30m to suit PAL 3 total Safety Frames (All with removeable side shields) Description Quantity Required Full metal - SmallA 52-54 eye with adjustable nose pads 2 total Full metal - LargeA 56-58 eye with adjustable nose pads 2 total Plastic - Size 56-58 2 total Total Required All Frame Categories 85 total REPAIR KIT: Contractor shall provide each participating facility a repair kit consisting of nose pads in a variety of types/materials and sizes, nose pad screws, eye wire hinge screws, nylon rimless cord, frame liner, temple covers, tead seeker screws, silicone strap bridges, eyeglass cleaner, cleaning cloths for use by opticians only, additional cases (soft and hard), sink wrap, Loctite (or equivalent adhesive), cleaning and cloths to remove markings on progressive lenses, and the tools necessary for those repairs to contracted frames. The Contractor shall maintain repair kit tools and associated supplies necessary to complete those repairs onsite. Repair kits shall be restocked as needed at no additional cost to the Government. DISPLAY RACK AND TRAY: Contractor shall provide each participating VA Optical Shop the eyeglass samples in a tray along with wall display racks or rotating display stands as required and requested by VA optical locations to properly display the available inventory of frames that can be provided Veterans, at no expense to the Government. The Contractor will provide any related hardware that may be required to use these displays and the displays must be acceptable to VA. These items will be provided at no additional expense to the government at least thirty (30) calendar days prior to the start of performance. The Contractor will provide replacement racks and hardware as requested by VA Opticians at no expense to the Government. The government will dispose of kits, display racks and trays at contract end. Currently there are a total of twelve (12) VA Optical Shops in VISN 2 Upstate, however, additional facilities or clinics may be opened during the contract term. Display rack and trays including separate display boxes for titanium and certified safety frames acceptable to VA, along with sample kits of frames used in the contract, are to be supplied to each facility at no additional cost to the Government. WARRANTY: The Contractor warrants/guarantees all eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt of the pair of eyeglasses by the Veteran or the VA Eye Clinic. This includes any frames that may be discontinued during the course of the contract. Manufacturer's warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and also enforced. The Contractor agrees to furnish without additional cost to the government, all labor and materials necessary to correct defects that were detected during the guarantee period. In the event a remake is required under this warranty provision for eyeglasses where the Veteran has paid for any upgrade, the Contractor shall remake the eyeglasses with the upgrade at no additional cost to the Government or Veteran. Should the prescription be incorrectly filled, the Contractor agrees to make corrections at no additional cost to the Government or Veteran. Remakes due to doctor errors or prescription changes will be made up to ninety (90) calendar days from date of receipt of eyeglasses by VA or Veteran and shall be completed at no additional cost to VA. These conditions do not apply to adjustments incidental to the wearing of eyeglasses, adjustments required by physical change of the wearer, or where there is evidence of deliberate misuse or alteration by anyone other than the Contractor. Remakes beyond 90 calendar days from date of receipt by VA or Veteran will be at the expense at the VA. In the event eyeglasses need to be remade under this warranty provision, the Contractor will remake the glasses and ship to the VA facility or veteran within tee (3) business days of receipt of the defective glasses unless VA indicates it is an emergent need when the eyeglasses would need to be returned within 1-business day. In that event, the Contractor will be responsible for the overnight shipping charge. Any upgrades paid by the Veteran will be included and provided at no charge to the Veteran or VA in the event any remake that is covered under this warranty provision is required. SECURE WEBSITE: The Contractor must have a secure web site that is approved by VA IT and includes an ordering platform for Opticians and VA personnel involved with order entry to directly enter orders and payment information. The website must be efficient for Opticians and VA personnel involved with order entry to use and the Contractor will have the ability to enhance or upgrade software features when desired by VA at no cost to VA. The ordering platform must utilize artificial intelligence to prevent orders from being entered incorrectly (for example, a prescription that can t be manufactured) or if desired frame is not currently available. The platform must be able to communicate with the user so that if an error is encountered, the error is described to allow for correction. The platform must be kept current in real time so that unavailable frames cannot be selected. The platform must enable an order to be entered by the Opticians and VA personnel involved with order entry but not processed until delegated VA Ordering Officers enter both the 4-Sight and VISTA purchase order (PO) numbers. The ordering platform must be on FIPS 140-2 compliant servers with the ability to transmit information in an encrypted manner during transit in accordance with NIST 800-53/VA Handbook 6500. The platform must be able to facilitate the generation of reports that identify VA physicians initiating the prescriptions and also allow VA Medical Centers and Outpatient clinics to access and check the real-time production status of orders online by 4-Sight purchase order number, patient name, and last four digits of social security number. The website will also show the name of the delivery company used, ship date and delivery tracking number. This website will have secured access via access/password codes and limit patient identifiable information to no more than first initial last name and last four digits of social security number. The Contractor will be responsible for providing in-person training on the ordering platform at all VA participating locations for the first tee (3) business days of the contract at no additional cost to the VA. In addition to the above requirements, the ordering platform must allow for the following functionality: Opticians and VA personnel involved with order entry must be able to copy the following information from the Contractor s ordering platform and paste into the VA VISTA eyeglasses consult: Order number assigned by Contractor s ordering system Selected frame, if applicable Selected lens, if applicable Detailed patient prescription Itemized summary of order that includes description and contract price of each order component Amount billed to VA The ordering platform must allow delegated VA Ordering Officers to enter both the 4-Sight and VISTA purchase order (PO) numbers into each Veteran s order, rather than sending purchase order and payment information via encrypted email or facsimile to the Contractor. The ordering platform must be able to seamlessly integrate 1) the Opticians and VA personnel involved with order entry entering the prescription and related information, 2) the delegated VA Ordering Officers entering both the 4-Sight and VISTA PO numbers into each Veteran s order and 3) the Contractor s addition of any Veteran ordered upgrades (see PWS 4.1.8) to the existing order. The Contractor shall be responsible for entering the upgrade information to the existing order within the ordering platform and ensuring that neither order timeliness nor billing accuracy or timeliness are negatively impacted. REPORTS AND DELIVERABLES: All reports containing patient information must be sent via Azure RMS encrypted email to the designated VA point of contact. DAILY SHIPPING REPORT: The Contractor shall provide a shipping report daily prior to 12:00 PM with each VAMC on a separate tab to the VISN2Opticians@va.gov and VISN2PSASUpstatemanagers@va.gov mail groups. Reports shall be sorted alphabetically and shall include the following: Shipping list that includes date shipped to Veteran beneficiary or VA facility and tracking information for the previous day. Delivery confirmation (tracking information) when directly mailed to either VA facility or Veteran beneficiary address. MONTHLY REPORTS: The Contractor shall submit the following reports to the VISN 2 Prosthetic Manager or designee by the 15th of each month. All reports must be approved by the VA prior to use. Contractor Shipping Report: This report will itemize by VA facility and purchase order number each request received and show the date received by VA and the date of delivery to requested destination. The report will also, summarize the total number and percentage of request by facility and VISN that met delivery timeliness requirements. Data shall be organized by routine and specialty orders, as their delivery requirements vary. Contractor Quality Report: One report will show by VA facility the # of eyeglass remakes that were required due to VA Prescriber error, VA Optician error, Contractor Lab error, to resolve customer satisfaction issue, lost in mail, and due to warranty issues. The other report will summarize the results of internal and final check monitors the Contractor has implemented. Eyeglass Satisfaction Survey: The Contractor will administer a VA approved Eyeglass Satisfaction Survey. The Contractor will provide the addressed/stamped survey card with each pair of eyeglasses. The card will be pre-addressed to Prosthetics and Sensory Aids Service //121, c/o Tara Cosenza-Gossett, Castle Point VA Campus, 41 Castle Point Road, Wappingers Falls, NY 12590. Upon receipt from the Veteran, the VA will provide a copy of the survey responses to the Contractor. By the 15th of each month, the Contractor will send, via electronic mail, a complete and accurate customer satisfaction report for the previous month, to the VISN Prosthetic Manager or designee utilizing the standardized Excel worksheet document to be provided by the VA. The Contractor will take appropriate actions to maintain a high level of customer satisfaction. Eyeglass Prescription Report: The Contractor will provide a report that identifies the prescriber, facility, and types/number of eyeglasses prescribed and specific add-ons prescribed. This report will be itemized and by summary for each month. Order and Expenditure Report: This report shall show the quantity ordered and total expenditure for each CLIN included in Section B.2, Schedule of Supplies/Services by site, as well as a summary for the VISN. Report shall be prepared as an Excel workbook with a separate tab/worksheet for each site. Sample report will be provided to the Contractor. QUARTERLY REPORTS: The Contractor shall submit the following reports to the VISN 2 Prosthetic Manager or designee quarterly by the 15th of each month following the close of a federal fiscal year quarter. Quarter 1 is October/November/December with report due January 15th; Quarter 2 is January/February/March with report due April 15th; Quarter 3 is April/May/June with report due July 15th; Quarter 4 is July/August/September with report due October 15th: Licensure & Training Report: For any employees that are required by the occupation or State or Federal Government to have licenses or competencies the Contractor will provide a quarterly report noting the name of the employee, title, type of license, license expiration date, date of last competency review, and date next competency is due. This report shall also include the completion dates of the mandatory VA training outlined for all involved Contractor employees. INVOICING/PAYMENT PROCEDURES AND REQUIREMENTS: PAYMENT IN FULL: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries, their insurers, or any third party shall not under any circumstances be charged, even if VA does not pay for these services. This provision shall survive termination or ending of the contract. INVOICE REQUIREMENTS: The Contractor shall submit a consolidated weekly invoice coversheet and Excel spreadsheet for each site to the VISN 2 PSAS Central Processing Unit Manager via Azure RMS encrypted email by COB Monday for the prior week. The consolidated invoice coversheet for each site shall include the following information: Contractor Invoice # Invoice Timeframe (Week Start/Week End) Contractor Information VA Site Identifier (Station numbers: Albany = 528, Bath = 528A6, Canandaigua = 528A5, ROPC = 528GE, Syracuse = 528A7, Western New York = 528) The consolidated Excel spreadsheet for each site shall contain the following columns: Invoice Date. Must be in MM/DD/YYYY, MM/DD/YY, or MM-DD-YYYY format. Invoice number either in numeric or alphanumeric format. Special characters (e.g. dashes) are permitted. Billing amount- the amount billed by the contractor for each pair of eyeglasses. Any currency or number format will suffice for this column however, the amount must be rounded to the nearest penny. Description of item provided with specific manufacturer information pertaining to frames, prescription, lens and miscellaneous add-ons and other items Base Cost Add-On(s) Cost Total Cost Manufacture Start Date Ship Date Name of Delivery Company Tracking Number Point of Origin & Destination Patient Name (last name, First Name, Middle format) VA Site Identifier provided by VA (Station numbers: Albany = 528, Bath = 528A6, Canandaigua = 528A5, ROPC = 528GE, Syracuse = 528A7, Western New York = 528) Purchase Order (PO) Number. which contains the VA purchase order number used to reference each eyeglass order. This field is auto-generated in 4-Sight. It is a combination of the Consult Number (AKA the Consult IEN) and Last 4 of the patient's social security number in the "ConsultNumber-Last4" format. Lens Type which contains a textual description of the purchased lens type. The Government will submit all available orders to the Contractor on a daily basis.A Batching of orders is not authorized by either party.A Batching in this case means holding all orders to meet a minimum requirement by any or all parties.A No fabrication of glasses shall begin prior to receiving a purchase order number from Prosthetics. COMPUTER, OPERATING SYSTEM, AND SECURITY REQUIREMENTS: Contractor must obtain Azure RMS email encryption and maintain toughout the life of the contract to allow for secure transmission of information via email. ELECTRONIC INVOICE SUBMISSION: After validation of the submitted Excel spreadsheets, the Contractor shall submit invoices electronically to the Tungsten Network website at http://www.tungsten-network.com/us/en/veterans-affairs on a weekly basis for each site referencing the assigned purchase order number. Tungsten direct vendor support number is 877-489-6135 for VA contracts.A The VA-FSC pays all associated transaction fees for VA orders. During implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted tough Tungsten to the VA-FSC should mirror the current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). Payments will only be made for actual services rendered. Payments shall be made weekly, in arrears. The Contractor shall be reimbursed at the rate specified in the Supplies or Services and Prices/Costs Section. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. The Contractor shall be reimbursed upon receipt of a proper invoice. Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungsten-network.com/customer-campaigns/veterans-affairs Department of Veterans Affairs Financial Service Center: Phone: 1-877-353-9791 Email: vafscched@va.gov SUBMISSION INSTRUCTIONS: Only firms interested and capable should send their information and capability statement. Please submit your response in accordance with the following instructions: Detail your firm s capability to deliver the described prescription eyeglasses, ensuring you include responses to all Specific Response Items listed in the section below. Submit your response via email to Lauren Helming at Lauren.Helming@va.gov by 3:00 PM ET on Thursday March 11, 2021. Telephone or facsimile responses will not be accepted or responded to. Mark your responses as Proprietary Information if the information is considered business sensitive. No marketing materials are allowed as part of this sources sought notice. The Government will not review any other information or attachments included in your submission that fall under this category. Any questions regarding requirements within the Key Requirements should be listed separately from your response to the Government s Specific Response Items listed below and should clearly identify the paragraph related to the question. SPECIFIC RESPONSE ITEMS: Responses to this notice must include all of the following information in order to receive consideration: General information about your company to include: Company Name: Company Address: Company DUNS: Company NAICS Code(s): Point of Contact Name: Point of Contact Phone Number: Point of Contact Email Address: Company Website (if available): Business Size/Type: (Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), HUB Zone Small Business, Women Owned Small Business, Small Disadvantaged Business (SDB), Small Business Concern) For SDVOSB/VOSB Only: Please note that if responding as an SDVOSB or VOSB, your company must be registered and verified in VA s Vendor Information Pages (VIP) database, which is available at: https://vip.vetbiz.va.gov/, and must be small for the applicable NAICS code size standard. Please include a copy of your VetBiz certification with your response. A detailed description of your company s experience with providing prescription eyeglasses. A detailed description of your company s experience providing prescription eyeglasses to the Department of Veterans Affairs. If you have ever received a contract for prescription eyeglasses with VA, please provide the following information for each contract: Contract Number VISN/VA Medical Center(s) being served Total Award Amount (Base period and any option periods) Approximate Annual Order Quantity Name of Contracting Officer How long has your company existed? Will your company be a joint venture with another company? Does your company currently have capabilities to provide the required prescription eyeglasses based on all key requirements outlined above, taking into consideration the annual estimated quantity information provided? Would a start-up period of greater than forty-five (45) days be required prior to your company being able to receive orders? If so, indicate how long of a start-up timeframe would be required. Does your company currently have in-house capabilities to provide anti-reflective coating? Does your company currently have a secure website with an online ordering platform available that meets the requirements outlined above? If so, include the security specifications for the website with your response. Does your company currently have capabilities to provide on-site licensed optician services (with applicable state licensing and ABO certification) if included in a requirement? For the purposes of your response, please assume that a maximum of five (5) FTE state licensed and ABO certified on-site opticians may be required toughout VISN 2 Upstate. Provide a detailed response to the below items concerning the identified regulations, as applicable to your company: Is your company a manufacturer? If your company is a manufacturer, please describe how you can comply with the applicable Limitations on Subcontracting (FAR 52.219-27, VAAR 852.219-10, VAAR 852.219-11, 13 CFR 125.6). If your company is not a manufacturer, please describe how you can comply with the Non-Manufacturer Rule (FAR 19.102(f), 13 CFR 121.406). The Buy American statute (FAR 52.225-1, FAR 52.225-2) will apply to this procurement. Please describe how you can comply with the requirements. Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM. No solicitation document is available at this time; this notice is to acquire information only.
36C24221R0056 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 2
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