Attachment I - Consolidated Questions - RFI Prescription Eyeglasses - FINAL.pdf

36C24125Q0327 Prescription Eyeglasses Consolidated Questions

Questions and Answers – Consolidated Questions

1. Will the award be determined based on lowest bid or best value criteria?

A. The Agency intends to make multiple awards to offerors representing the best value to the Agency using any one or a combination of source selection approaches described in FAR 15. The specific evaluation criteria will be provided in the solicitation.

2. Will past performance and technical proficiency be factors in the decision?

A. The Agency intends to make multiple awards to offerors representing the best value to the Agency using any one or a combination of source selection approaches described in FAR 15. The specific evaluation criteria will be provided in the solicitation.

3. Since eyewear is being ordered through VA clinics by VA opticians, will completed jobs be shipped directly to the clinics for dispensing or sent to the veteran’s home?

A. 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 and show cause in the event the Contractor is unable to deliver the required items in accordance with the Government’s required delivery date.

Section 2.4.7.2. of Draft SOW.

4. As the contract does not provide an option for veterans to upgrade or purchase additional eyewear, will there be another mechanism for them to do so?

A. Answer provided in question 10.

5. Will third-party ordering and tracking software that meets VA security and compliance requirements be allowed for use under this contract?

A. Any third-party ordering and tracking software would need to meet VA security and compliance requirements. This would be determined by VA OIT.

6. Will there be an opportunity to submit additional questions following the Industry Day meeting?

A. Yes, questions are encouraged to be submitted during the open RFI period via email to Jeremy Boston, Contracting Officer, at Jeremy.Boston@va.gov. Final questions are due April 11, 2025, at 2:00 PM ET.

7. Section 2.4.7.1 specifies that the contractor must ship all specialty lenses within

Fourteen (14) Business Days after receipt of the prescription/order. Can VA please specify what it considers to be “specialty lenses” or will these be specified later in the price schedule?

A. For example - lens add-on’s such as tint, transition or photochromic, anti-reflective coating, ground in prism, Fresnel prism, slab-off, polarization, frosted lens, or blackout lens may be approved if the add-on is used in the treatment of a medical condition.

8. With regards to section 2.4.4, Quality Control, will VA be visiting the facilities of the offerors as part of the evaluation process to ensure that the offeror has the capabilities and processes in place to be able to fully comply with the quality control requirements as stated in the SOW?

A. No.

9. If at least two SDVOSB’s are verified and capable of providing the services requested would the contract become an SDVOSB set-aside and if those SDVOSB’s own their own optical laboratories would VA not waive the non-manufacture rule thereby resulting in only SDVOSB’s that own their own labs being eligible for award?

A. Market research is currently being performed. The non-manufacturer rule and its applicability as well as the VA rule of two will be analyzed for this specific nationwide consolidated procurement as part of that market research process.

Although the market research process is currently ongoing, historically VA's market research has demonstrated that there are multiple SDVOSBs capable of providing the eyeglass manufacturing services required by this procurement and providing fair and reasonable pricing. VA anticipates that the VA Rule of Two will be satisfied for the nationwide consolidated procurement and VA further anticipates that the solicitation will be set aside for SDVOSBs.

10. VA specifies that veteran-paid upgrades will not be available. Does this mean that only upgrades to the veteran’s contract pair will not be available and that veterans may still purchase a separate non-contract pair at their discretion? Additionally, can VA provide reasoning for this limitation? (Section 2.4.8 Veteran Paid Upgrades)

A. It is not VA policy to allow contracted prescription eyeglass manufacturers to offer or provide upgrades to Veterans.

VA will no longer offer the option for Veterans to pay out of pocket for eyeglasses upgrades on VA prescription eyeglasses. Veterans may use their VA-provided prescription to purchase eyeglasses with upgrades from commercial providers.

VA is implementing this policy.

11. Will VA be issuing an RFI with the price schedule and evaluation factors that the VA anticipates using for this procurement so that offerors can provide feedback and ask questions just as we are with the SOW?

A. The Agency is currently conducting market research. Once market research is completed and a final procurement approach has been finalized VA intends to post a Special Notice or Pre-Solicitation Notice with the Draft RFP which will include all terms and conditions, line items, applicable clauses and provisions, and evaluation criteria.

12. Does the VA anticipate issuing a separate RFI for optician services for VA medical centers nationwide? If the method for optician services is going to remain up to the individual

VISN’s can VA please provide information as to what options are being considered? For example, currently the opticians are either employees of the VA, employees of the contractor, or employees of the contractor through VCS.

A. Optician services will be provided either by VA Opticians or will be procured outside the instant requirement.

13. Section 2.4.1.4 and 2.4.1.5 states that the contractor should provide a standard progressive with add powers of 1.00 to 4.00 and the premium progressive with add powers of 1.00 to 3.50 which seems backward from the norm. Most branded PALs have adds up to 3.50 and only some premium brands go to a 4.00 add. Will VA please consider changing the add power limit for standard progressives to 3.50 and to 4.00 for premium progressives?

A. The VA is considering amending the SOW.

14. With regards to section 2.4.2.4, can the contractor reserve the right to reject any privately owned frames that are deemed to be too old, used, or brittle to receive new lenses? There is a high risk of frame breakage when frames are in poor condition and the contractor should be able to utilize their best judgement in determining which frames are acceptable for receiving new lenses.

A. The VA will not be allowing Veterans to use their privately owned frames for this contract.

15. With regards to section 2.4.9, all frames except for titanium are required to have spring hinges. This will significantly limit the frame selection if all frames require spring hinges.

Would VA consider a minimum requirement for spring hinges instead of making it required for all frames? This has been the case in several other VA eyeglass solicitations.

A. The VA is considering amending the SOW.

16. With regards to section 2.4.14, because the contractor is being asked to provide these displays at no cost to the government can the contractor reserve the right to retain those items at contract end as opposed to the government disposing them? Also, for any frames boards that need to be placed on the walls will VA commit to being available for installation so long as the hardware is provided by the contractor?

A. The contractor will be able to retain the display and eyeglass samples at contract end. Any installation will need to be coordinated with the individual VAMC.

17. With regards to section 4.6.12, so far as we are aware the $430 charge for a background investigation is a new charge that the vendor has not had to incur in the past. If the VA is going to require the contractor to pay this fee, will the VA be able to provide a set time for this process and the rest of the onboarding process? To continue veteran care, the vendor and the candidate needs to have a better time frame for onboarding. For example, we have had some opticians that have had to wait 8 months to get their PIV badge and access.

A. VA intends to remove this section. There are no on-site contractor personnel expected as a part of this procurement.

18. Can VA please clarify how the nation-wide ID/IQ contracts/awards will work in conjunction with the delivery orders for local/regional areas? (reference paragraph 1.2.)

A. National contracts for prescription eyeglasses will establish standard coverages and pricing for all facilities. Local ordering process has not been finalized and will be coordinated in accordance with FAR and VAAR requirements.

19. Will the delivery orders for local/regional areas be awarded through a public solicitation process? (reference paragraphs 2.4.9. and 2.4.14.)

A. Answer provided in question 18.

20. Can VA please clarify the medical justification parameters for brand name progressive and photochromatic lenses? (reference paragraphs 2.4.1.5. and 2.4.1.6.)

A. No. Medical justifications pertain to our clinicians/optometrists and VA policy.

21. The delivery timeliness performance measure on page 27 uses the word "deliver." Based on paragraph 2.4.7. DELIVERY, it appears the performance measure should say "ship."

Can VA please clarify?

A. Agree. This should state “ship”.

22. Related to the question 21 above, it also appears the work statement would benefit from having a "specialty lenses" shipping time performance measure added to page 27.

Is this acceptable to VA?

A. Agree.

23. Can VA please define the term "specialty lenses" from paragraph 2.4.7.?

A. Answer provided in question 7.

24. Based on feedback from Veterans we serve, many appreciate the option to purchase upgrades to their VA eyeglasses in VA optical shops. Can VA please explain the reasoning for the limitation imposed by paragraph 2.4.8. Veteran-Paid Upgrades?

A. Answer provided in question 10.

25. Can VA provide a proposed price schedule for potential offerors to review in conjunction with the provided work statement?

A. Answer provided in question 11.

26. What is VA's plan for ongoing VISN eyeglasses contracts?

A. Ongoing solicitations may be cancelled at the discretion of that procuring office and/or program office. Performance under current contracts will continue and are not affected at this time, however, once a national contract is awarded current contracts may be affected, i.e.: options may not be exercised.

27. How does VA intend to provide the optician services that are currently provided on the

VISN eyeglasses contracts?

A. Answer provided in question 12.

28. Why were the original industry day RFI and work statement cancelled and replaced with the current version?

A. A previous RFI and statement of work were prematurely and inappropriately posted in draft format. The instant RFI is for the consolidated VA-wide prescription eyeglass procurement which is being conducted by VHA Office of

Acquisitions.