Consolidated Questions - One-on-One - RFI Prescription Eyeglasses - FINAL.docx

Post-Industry Day Questions Received & Government Responses National Prescription Eyeglasses Manufacturing Services RFI 36C24125Q0327

1. Will the multiple award holders have to compete against each other for individual delivery orders? If not, please explain how the delivery orders will be assigned. My concern is that if we have to compete for delivery orders, we'll be back to square one regarding all the protesting. One suggestion would be to make each IDIQ award represent a region of the United States. The number of awards will determine how many regions you have. I know on the Nationwide Ramps contract; it's split into 3 regions - West, Central and East. (Section 1.2. Contract Type The Department of Veterans Affairs intends to establish indefinite-delivery, indefinite quantity (ID/IQ) contracts. This solicitation may result in multiple awards. The ID/IQ’s will cover the entire nation. Individual Delivery Orders will establish coverage in local/regional areas.)

A. National contracts for prescription eyeglasses will establish standard coverages and pricing for all facilities. Regional contracts are not being considered at this time. Local ordering processes have not been finalized and will be coordinated in accordance with FAR and VAAR requirements.

2. How will a national ID/IQ contract address regional variations in Veterans’ needs (e.g., rural vs. urban demographics) if individual VA sites lose autonomy to tailor ordering processes or frame/lens selections?

A. VA will ensure the needs of the Veterans are met in accordance with the VA Mission.

3. Could centralizing procurement under a single contract create bottlenecks, especially during surges in demand or emergencies, given the fixed pricing structure and nationwide delivery requirements?

A. VA will ensure the needs of the Veterans are met in accordance with the VA Mission. VA intends to award multiple IDIQ contracts.

4. How will standardized compliance with ANSI Z87.1 and FDA lens standards be enforced across multiple contractors without site-specific oversight?

A. Oversight will remain the same.

5. How will a single national contract ensure consistent quality of eyeglasses across all regions, given the potential for varying contractor performance and oversight challenges?

A. VA intends to award multiple IDIQ contracts. Oversight will remain the same.

6. Following up on the above question, how will VA gain “continuity” when there are different prices per vendor per VISN anyhow? Is VA going to not negotiate volume discounts and compete requirements if they consolidate VISNs into a single requirement?

A. VA intends to award multiple IDIQ contracts and negotiate pricing at the national level which encompasses all VA facilities. Pricing will be the same regardless of region. Details regarding the pricing schedule and structure will be provided in the planned future RFP.

7. If two or more awardees are significantly different in price, what value is placed on price when determining allocation of work in a “best value” determination? Or, in other words, if multiple awards are made to offerors using different price schedules, and as such both have been determined to be acceptable on a “best value” basis, what is the justification in assigning any work to an awardee who has a higher price?

A. The evaluation factors will be established in the planned future RFP. Additionally, the national solicitation will include a single price schedule and the resulting IDIQ contracts will include the same line-items.

8. How will prospective offerors bid fairly or accurately on price if there is no estimate available for expected amount of work? For example, if an offeror submits a price schedule assuming 1,000 jobs per day, but is only assigned 1 job per day, how might they reasonably be expected to keep all pricing terms given with expectation of volume?

A. When issued, the RFP will have all pertinent usage estimates and a guaranteed minimum value. The contractor is responsible for pricing its proposal based on the information provided by the government.

9. Will the price schedule include separate CLINs for all brand name photochromatics listed in section 2.4.1.6? All listed products are different and meet different patient needs that would make it difficult to provide a price if combined on a single CLIN.

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

10. 2.4.1.6 mentions “if specifically required by the provider, the Contractor shall provide premium brand-name photochromatic lenses that are Transitions Signature…”. Can VA clarify what constitutes a Transitions Signature lens, as they are offered in different generations of product?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

11. If an offeror can supply products that meet the salient characteristics of the brand name products listed in 2.4.1.5 or 2.4.1.6, as is allowed based on the language “Items must meet or exceed the following salient characteristics” listed in both subsections, what is the mechanism for evaluating whether a product meets or exceeds the listed salient characteristics?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

12. The salient characteristics listed for progressive lenses in sections 2.4.1.4 and premium progressive lenses in 2.4.1.5 list the same salient characteristics for both levels of product, minus the already discussed difference in add power availability that the VA is considering changing. If the salient characteristics of both progressives and premium progressives is the same, what is the justification for including separate categories?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

13. Can VA please clarify the language in section 2.4.1 regarding premium product? If a Clinical Provider requests a premium product that is a line item on the contract, but a non-premium product exists that meets the same salient characteristics (which, in the case of progressives, are the same on this document), does this mean the contractor would always use the non-premium product even if premium is requested by the Clinical Provider?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

14. Sections 2.4.1.4 and 2.4.1.5 reference Progressive and Photochromic lens requirements in a section 4.1.1.4 or 4.1.1.6 or 4.1.1—it appears this needs to be changed, as it may be referencing a previous version of the document, since those sections appear under different numbers here.

A. Thank you. We will revise those citations when the PWS/SOW is finalized. Currently the citation should reflect 2.4.1.6. for Photochromic Lenses information.

15. Section 2.4.1 also states that “Premium progressive lenses and premium photochromatic lenses can only be used in those instances where the non-premium product does not meet clinical needs as specified by the Clinical Provider and the premium product is included in the contract as a line item.” If a Clinical Provider requests a premium product that is not listed in the contract as a line item, or even a non-premium product that is not listed in the contract as a line item (ie, obscure rarely ordered products or materials), how is the contractor to determine how to fill those orders?

A. Only products that are available on the national ID/IQ can be ordered; Any changes must be agreed upon in writing via a modification on Form SF30 prior to providing products outside of the scope of the contract.

16. The frame requirements listed under section 2.4.9 have had the quantities required per category scrubbed. Will those be populated in a future version of this document?

A. Yes. All quantities were scrubbed for the purposes of the RFI and market research. The RFP will have all estimates filled in when it is finalized.

17. Section 2.5 says all “time sensitive” VA calls or emails are to be responded to no later than 1-hour after being placed by the VA, and all others within 1 business day. What is the determining factor for time sensitive VA communication, since the section states the contractor will be responsible for tracking their own call responsiveness?

A. VA appreciates the question and will consider this as we develop the requirement documents.

18. Please confirm based on section 2.5.1 it is the VA’s intention with this national contract to require all orders to be entered by VA staff as well as all payment approvals? This would mean the contractor would not necessarily need to provide data entry for incoming orders.

A. VA requires Contractors to have a secure web site that includes an ordering platform for opticians to directly enter orders. Prescription eyeglass manufacturing contractors will not be directly entering orders.

19. What measures will be in place to prevent delays in production and delivery if a single contractor is overwhelmed by nationwide demand?

A. VA intends to award multiple VA contracts. VA appreciates the question and will consider this as we develop the requirement documents.

20. Has a comprehensive cost-effectiveness analysis been conducted to compare the expenses and benefits of outsourcing eyeglass production through a national contract versus maintaining and leveraging the current VISN level contract? If so, can you please provide the details on that cost benefit analysis?

A. VA expects the standardization of the agency’s prescription eyeglass manufacturing requirements and a national procurement to yield consistent pricing and to guarantee an equal benefit for all Veterans. VA will ensure the needs of the Veterans are met in accordance with the VA Mission. A “cost effectiveness analysis” will not be forthcoming and is not necessary for a prospective offeror to submit a proposal in response to the future solicitation.

21. If multiple awards are made on a national contract, what mechanism will exist to assign work to each awardee? Will that be chosen at the national level, the VISN level, the location level, etc.?

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

22. Can VA confirm its plans for all currently awarded contracts that are in their initial contract terms? Will these be canceled after a national contract is awarded? I believe it was mentioned on the call that current contracts would be fulfilled, but perhaps not extended with option years.

A. VA cannot confirm its plans at this time. VA is working with Senior Advisors to find all efficiencies within the department.

23. Can VA confirm that current contracts exercising bridges or option years would be canceled as part of a national contract award?

A. VA cannot confirm its plans at this time. VA is working with Senior Advisors to find all efficiencies within the department.

24. Would VA consider a “ramp down” period to use up remaining material inventory for any current contractor potentially having their contract canceled as a result of this, since many materials vendors stock up their inventory specifically in service of these contracts?

A. VA cannot confirm its plans at this time. VA is working with Senior Advisors to find all efficiencies within the department

25. Are all products currently provided to VA under existing contracts meeting the VA's medical requirements?

A. This question is too broad.

26. If optician services are decoupled from manufacturing/delivery contracts, how will HIPAA-compliant communication between providers, contractors, and Veterans be maintained to avoid errors in prescriptions or fittings?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

27. Will separating services increase administrative costs for VA sites, given the current requirement for contractors to manage CPRS documentation, PHI security, and annual staff training?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

28. Building on administration, what about the cost of a separate contract? Will VA conduct VISN contract procurements of optician services, thereby having the same administration burden with also now a separate manufacturing contract?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

29. Will VA staff face additional workload managing multiple contracts and coordinating between opticians and manufacturers?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

30. Will VA limit offerors for optician services versus manufacturing to manage OCI?

A. Optician services are outside of these national contracts and will not be performed by any prescription eyeglass manufacturers thereby eliminating the potential for an OCI.

31. How will the VA ensure that separated services maintain high standards for prescription accuracy and proper fitting without centralized oversight?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

32. How would disputes over defective products or incorrect prescriptions be resolved if responsibility is split between opticians and manufacturers?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

33. If errors occur (e.g., incorrect prescriptions or poor-quality lenses), how will accountability be determined when responsibilities are divided among multiple entities?

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

34. How will removing paid upgrades impact Veterans who prefer advanced options like premium progressives or photochromatic lenses for lifestyle or occupational needs?

A. VA will continue to provide medically necessary eyeglasses to Veterans. VA will no longer offer the option for Veterans to pay out of pocket for eyeglass 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.

35. Can you explain the metrics used to determine the number of complaints in VISNs with retail versus those without? We would like to see how retail increases the concerns?

A. The requested information is outside the eyeglass manufacturing services requirement and unnecessary for a prospective offeror to develop a proposal in response to the solicitation.

36. Could eliminating upgrades create dissatisfaction among Veterans who are willing to pay for better features but are now limited to standard options?

A. VA will ensure the needs of the Veterans are met in accordance with the VA Mission.

37. Would removing market-driven incentives for contractors to offer advanced lens technologies (e.g., wavefront-designed progressives) hinder long-term improvements in VA eyeglass offerings?

A. Improvements in eyeglass offerings are determined by are Optometry and Ophthalmology subject-matter experts based on medical necessity.

38. As one of the goals indicated during Industry Day was to give Veterans a voice in the process, did the VA solicit input from Veterans to determine if they like having the ability to purchase upgrades, second pairs, etc? If not, more broadly, how will Veterans have a voice in this process?

A. VA will continue to provide medically necessary eyeglasses 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.

39. Would streamlining to a “one-size-fits-all” model risk lower satisfaction rates if Veterans perceive reduced choice in frames or lens materials?

A. VA will ensure the needs of the Veterans are met in accordance with the VA Mission.

40. Will separating contracts or eliminating upgrades lead to higher costs in other areas, such as increased administrative overhead or more frequent remakes due to dissatisfaction with standard options?

A. VA will continue to provide medically necessary eyeglasses to Veterans. VA appreciates the question and will consider this as we develop the requirement.

41. During the 60-day contractor ramp-up period, what safeguards ensure continuity of care for Veterans awaiting replacements or urgent eyewear?

A. VA appreciates the question and will consider this as we develop the requirement.

42. How does the VA plan to structure a multi-award contract? Is the VA considering separating the contract into pieces such that each awarded contractor is responsible for manufacturing glasses for a given region of the VA?

A. National contracts for prescription eyeglasses will establish standard coverages and pricing for all facilities. Regional contracts are not being considered at this time. Local ordering processes have not been finalized and will be coordinated in accordance with FAR and VAAR requirements.

43. Concern: If, as was suggested in the RFI, the VA wants contractors to offer their own ordering websites for opticians, there is significant risk in errors and inefficiencies due to the un-streamlined ordering process; opticians hopping back and forth between ordering portals is untenable.

Question: If the VA does not plan to split the award up by regional contracts, how does the VA plan to facilitate the ordering of glasses with multiple manufacturers?

A. Regional contracts are not being considered at this time. Local ordering processes have not been finalized. VA is seeking feedback from industry with respect to ordering processes where multiple awards are contemplated.

Question: If the VA does not plan to split the award up by regional contracts, how does the VA plan to facilitate the ordering of glasses with multiple manufacturers?

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.

Question: Will the VA be working towards a single portal for opticians to enter data to order glasses that all vendors will be required to use in the future?

A. This is not anticipated. Manufacturers are expected to have their own ordering software.

44. If the VA intends to award a national MAS contract (in which glasses prescribed out of any given VA location could be manufactured by one of multiple contractors on the schedule), how does the VA plan to ensure that all contractors inventory the same frames as those offered in the dispensaries?

A. National contracts for prescription eyeglasses will establish standard coverages and pricing for all facilities. Details regarding the pricing schedule and structure will be provided in a planned future RFP. Manufacturers will not be required to inventory the same eyeglass frames. VA would prefer that the contractors inventory different eyeglass frames.

45. Concern: There have been a number of cases in recent years where the VA relied on data provided by contractors. This provides the incumbent and unfair advantage as there is a risk of purposefully misrepresented quantities to skew estimates to apply strategic and unbalanced pricing.

Question: How does the VA plan to verify quantity estimates for the RFP process?

A. VA will utilize all line-item usage data available to it when developing estimated quantities for the RFP.

46. Concern: Ensuring that contractors offer realistic prices is vital to avoid unbalanced pricing.

Question: Will the VA evaluate prices with regard to both price reasonableness and realism?

A. The Contracting Officer will evaluate proposals in accordance with the RFP, FAR, and VAAR. Techniques for establishing price reasonableness are listed in FAR Part 15. VA does not intend to evaluate price for realism.

Question: How does the government plan to select contractors for award?

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.

47. Can the VA provide clarity regarding the MISSION Act; are the glasses prescribed by private practices as allowed per the MISSION Act expected to be manufactured by the awarded contractors?

A. There is another contract initiative for eyeglass prescription resulting from Care in the Community appointments.

48. With this contract, will the VA force adoption of the 4-Sight system nationwide to standardize the ordering process? If not, we recommend the VA consider this as we believe it would ease execution of this contract to have one standardized platform.

A. VA anticipates requiring the use of 4-Sight in facilities currently using the system. VA anticipates use of 4-Sight to be rolled out over time to additional facilities and will require use as it becomes operational. We do not have a timeline for full implementation.

49. As stated in section 1.2. The Government intends that the contract vehicle be IDIQ with the potential for multiple awards. The document states that the pricing schedule will be standardized, but will frame selection also be standardized among the multiple awardees? If so, how will frame selection be finalized among the awardees given that each bidder historically brings their own frame selection?

A. VA will take this back to discuss this further. Details regarding the pricing schedule and structure will be provided in a planned future RFP.

50. Since the VA intends to have multiple awardees and a standardized pricing table, will there be a post award opportunity to negotiate/standardize the pricing table, or will the VA only base their decision on the originally submitted pricing?

A. VA does not intend to negotiate pricing post-award with Contractors.

51. How does the Government intend to break down the contract boundaries/service areas among the multiple awardees (i.e. by VISN)? How will those contractual boundaries be determined?

A. National contracts for prescription eyeglasses will establish standard coverages and pricing for all facilities. VA intends to award multiple national IDIQ contracts for the provision of prescription eyeglass manufacturing services. The national IDIQ contracts will encompass all VA facilities.

52. Will the lab suppliers selected be required to provide onsite support for training and troubleshooting in the VA optical locations?

A. VA will take this back for discussion.

53. With rapidly escalating freight charges, will the VA consider organizing the award pricing schedule such that shipping charges are a separate line item that increases or decreases consistent with actual annual freight cost adjustments?

A. No. All prices proposed will be FOB Destination and inclusive of shipping.

54. Will the regional or physical location of a lab supplier be considered? For example, if there is only 1 lab supplier in a region of the US, will that supplier’s location carry additional consideration in the selection of labs? Likewise, if a supplier has multiple locations, will that be considered?

A. The physical location of the lab will not be considered. The ability of the contractor to support the national prescription eyeglasses manufacturing services requirement will be evaluated. The evaluation factors will be established in the planned future RFP.

55. For new Suppliers with only commercial past performance, how will the VA evaluate past performance and technical competency?

A. The evaluation factors will be established in the planned future RFP. To the extent past performance is evaluated, the past performance submitted will not be limited to government contracts.

56. How many individual frames (sku’s) will be in the final catalog offered at each location? Will that number vary by location? By VISN?

A. We believe this question is referencing the Sample Kit Chart in Section 2.4.9. The specific frame quantities for the sample frame kit have not yet been determined. The solicitation will indicate the quantities for each frame to be included in the sample frame kit.

57. Will the Lab supplier be required to have “live” customer service staff? Or, will email / text customer service be acceptable?

A. Yes. Section 2.5 of the SOW states, “Throughout the term of the contract, the Contractor staff will be readily available and answering telephones to address VA inquiries in a timely manner during normal business hours, XXXX AM to XXXX PM (XX), Monday through Friday, excluding weekends and Federal Holidays. Staffing will be adequate so that all time- sensitive calls or e-mails are answered or responded to no later than 1-hour after being placed by the VA. All other correspondence shall be responded to within one business day. The Contractor is responsible for monitoring this and providing evidence of call responsiveness when requested by VA. Contractor management staff will be available via cell phone numbers to address any emergent issues on an immediate basis. Those numbers will be provided to the VA upon award.”

58. How many lab suppliers does the VA anticipate will be chosen for the national award?

A. VA intends to award at least two national contracts.

59. Is there a requirement for neutral branding or government-specific branding/labeling on frames?

A. VA will take this back for discussion. This has not been a requirement in the past.

60. Due to possible tariffs on goods from other countries, will there be a priority on lenses and frames made 100% in the USA?

A. No. There is no requirement for a 100% domestically manufactured end product. However, the contractor must submit items that are compliant with TAA and/or BAA, as appropriate. Specific clauses and provisions will be in the planned future RFP.

61. Since this will be a contract with multiple awardees, how will each VISN select the awardee that they would like to have provide eyeglass manufacturing services for their VISN?

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

62. We understand that at the current time upgrades will not be allowed. However, please clarify if 2nd pairs and other retail purchases will be allowed that are completely unrelated to and separate from the veteran’s free contract pair.

A. Veterans may use their VA-provided prescription to purchase eyeglasses with upgrades from commercial providers. Retail sales and promotion of such will not occur within VA's optical labs.

63. How can the VA assess a contractor's quality system and processes if they don't perform a site visit to verify their existence? We recommend incorporating a site visit into the evaluation process to help the VA better understand the quality control systems crucial to the eyeglass manufacturing process and the extent to which a contractor adheres to them.

A. VA appreciates the question and will consider this as we develop the requirement for prescription eyeglasses manufacturing services.

64. Is the VA planning to do a separate solicitation for eyeglass provided through the Care in the Community (aka The Mission Act) program?

A. Yes, it is currently VA’s intent to issue a separate solicitation for prescription eyeglasses provided through the Care in the Community program.

65. Is this SOW and proposal replacing an existing contract? If so, may we have the contract number?

A. No. Typically this requirement has been competed at the local or VISN level. This is the first national requirement for prescription eyeglass manufacturing services.

66. Will the BOP be required to log-in to the PSAS portal or any other website to receive payment?

A. We do not anticipate this would be a requirement.

67. Will the existing BOP annual training suffice to gain VA Computer Access?

A. VA would need to review BOP annual training.

68. There are a number of listed Frames, such as plastic, wire, stainless, etc., how many and what color of each option are being requested?

A. We believe this question is referencing the Sample Kit Chart in Section 2.4.9. The specific frame quantities for the sample frame kit have not yet been determined. The solicitation will indicate the quantities for each frame to be included in the sample frame kit.