AMENDMENT 0002 to RFP 36C24221R0057 FINAL.docx

5. PROJECT NUMBER (if applicable)

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Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

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(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

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(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

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13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

06/25/2021

NONE

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx NY 10468-3904 To all Offerors/Bidders

36C24221R0057 06-02-2021

X

This amendment to the above referenced solicitation hereby addresses vendor questions received through June 23,2021 and also provides notification of revisions to the Statement of Work as described within Attachment 1 to this amendment.

All other terms and conditions remain unchanged and in fullforce and effect.

Allan M. Preston Contracting Officer

Attachment 1 Amendment 0002, RFP 36C24221R0057 Effective Date: June 25, 2021

This amendment to the above referenced solicitation hereby addresses vendor questions received through June 23, 2021.

Q1: Please confirm the total amount of sample kits and display racks required post award.

VA Response: Sample kits and display racks will be required at each of the sites of care and outpatient clinics listed in Section 1.1 of the solicitation for a total amount of twenty-one (21) required post award.

Q2: Please confirm that all required resumes can be submitted post award and are not required with the proposal.

VA Response: As stated in Section 2.19.2 of the solicitation The Contracting Officer and COR shall be provided in writing (either electronically or by hard copy) after award a listing of key personnel assigned and the Contractor shall provide certifications and curricula vitae, resumes, licenses, certifications, and/or other pertinent information on the qualifications of the Dispensing Opticians Q3: In work statement paragraph 4.1.4. the solicitation directs the contractor to utilize a licensed optician to conduct final QC checks. Please remove this requirement, as it is a non-commercial requirement, outside of customary industry practice and ANSI standards.

a. Contractors should be allowed to manage the operation of their own Quality Control program, in accordance with their professional expertise, in order to meet the performance requirements of the contract.

b. The requirement may also prejudice some offerors, particularly when those offerors’ optical laboratories are in unlicensed states.

c. Removal of the requirement will not reduce the product quality or performance requirements established by VA, as those quality requirements are still covered in the solicitation.

d. The VISN 2 Upstate solicitation had a similar requirement, which was changed to remove the language of “licensed optician,” during the solicitation process.

VA Response: The second paragraph within SOW paragraph 4.1.4 is hereby revised and shall now read as follows:

The contractor must ensure that final inspection is completed by staff that is empowered to make all adjustments, perform corrections, or require a remake prior to shipping the glasses to ensure all requirements are met. Each pair of eyeglasses will have a notation on the packing slip that accompanies each shipped pair of eyeglasses initialed by the final inspector noting that the eyeglasses received a final quality inspection. The final inspector will complete a checklist in the computer system that will enable tracking of who inspected the glasses, the date of inspection, and the patient.

Q4: P64. Section 4.1.8 mentions “In the event a Veteran is unsatisfied with a lens upgrade he/she paid for and contacts the Contractor within thirty (30) calendar days from date of receipt of eyeglasses by VA or Veteran, the Contractor shall reimburse the Veteran and replace with standard lenses at no additional cost.” Since Veteran upgrades are separate from the VISN eyeglasses contract, this language should be removed from the work statement. Retail remakes would be processed in accordance with the applicable Veterans Canteen Service contract, customary commercial practice, and contractor warranty policy. Please remove this requirement.

VA Response: There are no changes to SOW paragraph 4.1.8 Q5: The method of calculating performance standards in solicitation (including but not limited to attachment 4 and work statement paragraph 4.6) is likely to introduce substantial variability simply based on sampling technique and sample size. Most other VISN eyeglasses contracts avoid this issue by analyzing and validating data from the entire population, which is provided by the contractor in contractually required reports. For example, patient satisfaction could be measured with a numerator of total satisfied patients per period and a denominator of total number of orders for the period. All other performance measures can be adjusted similarly. Please adjust the calculation of performance measures, as the calculation method is currently prejudicial to offerors. The VISN 2 Upstate solicitation had similar language, which was adjusted to the following:

A sampling of orders having independent review should only validate the data from the contractually required reports. In the event the sampling demonstrates a discrepancy between the VA’s results and the contractually required reports, a second sampling will be pulled.

Attachment 4 – Quality Assurance Surveillance Plan, Section 5 – Methods of QA Surveillance, is hereby revised to add the following sentence after item b. VALIDATED NOTIFICATIONS:

In the event the VA’s sampling demonstrates a discrepancy between the VA’s results and the contractually required reports, a second sampling will be pulled for validation and results will be discussed with Contractor.

VA Response: There are no changes to the calculation method. A sampling of orders having independent review should only validate the data from the contractually required reports. In the event the sampling demonstrates a discrepancy between the VA’s results and the contractually required reports, a second sampling will be pulled.

Q6: Can contractors use an online customer satisfaction survey, in addition to the survey methods described in the solicitation? Using multiple methods to gather customer feedback has shown to be effective on VISN eyeglasses contracts.

VA Response: No, the customer satisfaction survey requirements described in the solicitation remain the same.

Q7: Are there any limits on the value of the Patient Owned Frames (POF) that will be accepted by VA staff, working at VA optical shops, and subsequently sent to the Contractor? Will VA staff accepting any POFs obtain frame waivers from the patient submitting the owned frame?

VA Response: There will be no limits on the value of POFs.

Q8: If someone orders a high-index photochromatic lens would the contractor bill VA for both the high-index line item (items 0050-0052) as well as the photochromatic line items (items 0059-0062)?

VA Response: Using Section B.2, if someone orders a high-index photochromatic lens, the contractor would bill for the base LIN, such as LIN 0017, the appropriate high-index add-on, such as LIN 0052 for 1.74 index, and the appropriate photochromatic add-on, such as LIN 0059 for Transitions Signature.

Q9: Line item 0045 and Item 0059 appear to be asking for the same product. Please clarify when the contractor would invoice for which CLIN.

VA Response: LIN 0045 does not have the same requirement for brand name or equal as LIN 0059.

Q10: Item 0050 says high index up to and equal to 1.60. If an order is for “high-index” with no index of refraction listed, would the contractor provide 1.56 or 1.60?

VA Response: If an order is for high index and has no index of refraction listed the contractor can provide either 1.56 or 1.60.

Q11: Paragraph 6.5.2 the solicitation reads: “In no event will the VA pay for hours that exceed the total number of hours specified in the contract price schedule for the period of performance (base or option year).” Based on this requirement, how does VA prefer the contractor to manage possible overtime, particularly at single optician locations? Should the contractor strictly adhere to 8-hour days or 40-hour weeks? Please clarify.

VA Response: Overtime is not authorized in this solicitation.

Q 12: Please confirm if the James J. Peters (Bronx, NY) VAMC requires any contractor opticians. Currently, there is one (1) required on site.

VA Response: This solicitation has no requirement for a contractor optician at the James J. Peters (Bronx, NY) VAMC.

Q 13: Please confirm that the number of required contractor opticians, in each location, is sufficient to meet the expected patient volume.

VA Response: The number of required contractor opticians at each location reflects the VA’s requirement.

Q14: What does “Travel Coverage Requirements (as needed)” in the chart on page 57 mean? Does this mean the optician will be working at more than one location? If so, what is their primary location and how many days per week (or month) would they be expected to travel to other locations?

VA Response: This means that the optician may occasionally be required to travel to the facility identified in the “Travel Coverage Requirements” column. They will be assigned to the location specified under the VA facility column as their primary location. The VA is unable to predict how frequently travel will be required, however it is not expected to be more than occasionally.

Q15: Please confirm the VA required optical shop staff training listed in the solicitation will occur during business hours on site in the VA optical shop.

VA Response: Optical shop staff trainings will occur during business hours on site.

Q16: Please provide an estimate of the cost, per optical shop employee, for the VA training referred to in paragraph 2.6.4.

VA Response: In the event a training is released during contract performance and is not available at all VA facilities or remotely the contractor is responsible to make travel arrangements as necessary. VA cannot estimate the cost of travel arrangements.

Q17: Does paragraph 2.19 apply to anyone other than contractor optical shop staff?

VA Response: Section 2.19 Key Personnel applies to all contractor personnel providing services on-site at the VA facilities under the contract.

Q18: Please confirm that contractor shops are to offer retail upgrades and second pairs, in accordance with, and governed by, any applicable contract with the Veterans Canteen Service (VCS). See paragraph 4.2.10.

VA Response: In accordance with Section 4.2.10 of this solicitation, the resulting contract under this solicitation is not linked in any way to any current or proposed Veterans Canteen Service (VCS) retail sales agreements and does not obligate the VA to enter into a VCS retail sales agreement.

Q19: Please remove paragraph 4.1.8.3. The price of retail upgrades and second pairs should be determined by current commercial practice and under the supervision of the contract with the Veterans Canteen Service (VCS). This limitation is not currently a requirement in VISN 2 Downstate.

VA Response: There are no changes to SOW paragraph 4.1.8.3.

Q20: Since the solicitation requires on site contractor opticians, please confirm that the contractor should expect retail upgrades and / or second pairs will be ordered by Veterans at the time of fitting, in the optical shop. Ordering in the optical shop is the current process, expected by Veterans. Since the initiation of the “call-in retail option” in VISN 2 Downstate over a year ago, we have not received any call in orders. Changing the retail process with unnecessarily complicate order processing and likely cause delays, particularly with the use of 4-Sight. It will also be an inconvenience for Veterans. We suggest using both on site and call in options, as is currently the case.

VA Response: There are no changes to SOW paragraph 4.1.8.

Q21: If retail is conducted in the optical shop, does the 1 extra business day for fabrication and call in ordering process apply? See paragraph 4.1.8.

VA Response: There are no changes to SOW paragraph 4.1.8.

Q22. If the contractor is required to wait for 1 business day to account for possible retail orders, then the fabrication timeliness standard should be 8 business days from receipt of the order from VA. Please clarify this understanding in conjunction with paragraph 4.1.7.1 which states: “The seven (7) business day requirement will start the date the eyeglass request is received by the contractor.”

VA Response: As stated in SOW paragraph 4.1.7.1, all orders with Veteran-paid upgrades will be given an additional one (1) business day to accommodate the Veteran purchase period detailed in SOW paragraph 4.1.8.

Q23: Please clarify paragraph 4.1.8, “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 VA does not receive payment for retail transactions. Payment is currently processed by the contractor, in conjunction with the applicable VCS contract, in the optical shop. It would be an inconvenience for Veterans to have to call in payments, when they could easily complete the transaction directly in the optical shop at the time of purchase.

VA Response: There are no changes to SOW paragraph 4.1.8.

Q24: Please confirm if the receipt requirements listed in paragraph 4.1.8. only apply to in person retail transactions.

VA Response: The requirement in Section 4.1.8 for the contractor to provide a receipt to the Veteran for their payment applies to all transactions.

Q25: How many VA optical shops, without contractor opticians, will require frame kits and display materials, in accordance with paragraph 4.1.15? How many new VA optical shops are expected to open during the period of performance of the contract? This information is required to forecast the cost of the performance of the contract.

VA Response: There are thirteen (13) VA optical shops without contractor opticians that will require frame kits and display material. There is no immediate expectation for new VA optical shops during the period of performance, however if a location is added it will need to be supplied with frame kits and display materials.

Q26: State licensed opticians are not required to maintain ABO certification after obtaining their licenses. Please remove this requirement as it is not in accordance with customary commercial practice. The contract already requires state licensing and allows VA leadership oversight of the selection and performance of the on-site contractor opticians.

VA Response: SOW paragraph 2.1 is hereby revised and shall now read as follows:

Personnel assigned by the Contractor to perform the services covered by this contract shall be competent and licensed opticians in the state they are working. All licenses held by the personnel working on this contract shall be full and unrestricted licenses and shall be maintained throughout the life of the contract. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff or designee and approval by the VA Facility Director. All competencies and licenses shall be maintained throughout the contract.

SOW paragraph 2.9.1 is hereby revised and shall now read as follows:

The VA Full Time Equivalency (FTE) for the state licensed opticians required is nine (9.0) FTE total. FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays. It is anticipated that state licensed opticians will be required at the following VA Eye Clinics for the business hours defined in SOW paragraph 3.1.

SOW paragraph 4.2.2 is hereby revised and shall now read as follows:

The Contractor shall provide state licensed opticians with appropriate ophthalmic dispensary training to perform these services at each of the sites listed below. The total requirement is nine (9.0) FTE opticians.

Q27: Do the requirements of paragraph 4.2.14. apply to any other contractor staff than the opticians?

VA Response: The requirements in Section 4.2.14 applies to contractor opticians only.

Q28: The Safety Frames section indicates all frames in that category must have removable side shields. However, the last group in the safety frames category, "Wrap/Goggle Sport Spec Style," are not available with removable side shields. Please clarify. Alternatively, confirm that the frames offered under "Wrap/Goggle Sport Spec Style" are not required to have removable side shields. A similar clarification was made in the VISN2 Upstate solicitation, with the language revised for these frames to “Wrap/Goggle Sport Spec Style with Built-in Side Shield – Size 56m-60m (Removable side shields not required)” VA Response: The last entry in the Safety Frames portion of the Sample Kit table from SOW paragraph 4.1.9 is revised and shall now read as: “Wrap/Goggle Sport Spec Style with Built-in Side Shield – Size 56m-60m (Removable side shields not required)” Additionally, SOW paragraph 4.1.2.4.2 is revised and shall now read as: “Standard safety frames (not including wrap/google sport spec style) must have detachable side shields for safety marked Z87 indicating impact rated.”

Q29: Please confirm only 85 frames styles are being requested for each of the duplicate sample kits, and that any frames offered over the 85 listed will not be considered. The language of 4.1.9 indicates that “any approved frames must be provided in all available sizes, and each available color must be represented…” Please confirm that this line is for after award and frame approval, and for purposes of provided review samples as part of the solicitation only 85 frame samples are being requested. If all sizes and colors are required, each sample kit would likely exceed 250-300 styles. A similar clarification was made in the VISN2 Upstate solicitation and it was confirmed only 85 sample styles were required for each of the two duplicate sample sets submitted by the offeror.

VA Response: The Government is requesting 85 frames for each of the sample kits for evaluation. Any additional frames submitted beyond this quantity will not be evaluated.

Q30: Regarding titanium frame requirements, please confirm if “flex titanium” frames are acceptable. If so, please also confirm whether flex temples for flex titanium styles will serve as an adequate replacement for spring hinges, as both are flexible to fit the patient’s face, and the majority of titanium frames do not include spring hinges. Similar clarifications were made in the VISN2 Upstate solicitation, with flex titanium frames and flex hinges both being acceptable for all titanium frame requirements.

VA Response: Flex hinges for memory metal titanium styles are acceptable in absence of spring hinges.

Q31: Paragraph 4.2.2 of the RFP states there are 9 FTE opticians required to provide services at 8 VA Facilities and Travel Requirements at 5 (4 of which are also listed as “primary”).

a. Is the intent as listed in the matrix for these “Travel Requirements” predicated on an “as needed” basis based upon patient volume at the other supported facility?

VA Response: The table listed in paragraph 4.2.2 of the SOW identifies in the left column the VA facility the contractor will be performing services and the right column identifies the VA facility the contractor optician may travel if additional assistance is needed.

b. If the Optician at one of the 8 facilities is providing service at the “travel” site will the Primary Facility be closed during that time?

VA Response: No, the primary facility will not close.

c. Who determines/directs the VA Facility on when to provide services at the “travel” facility?

VA Response: The Contracting Officer Representative (COR) will determine and notify the contractor if there is a need for the contractor optician to provide services at a travel facility.

Q32: Paragraph 1.1 of the RFP lists 9 “Parent Facilities” providing services at the “Parent Facility” and for 12 “Associated Eye Clinics”. There are 8 facilities listed in Paragraph 4.2.2 – the additional facility listed in 1.1. is JJP VAMC Bronx. Please confirm JJP VAMC Bronx is a “service” location and if this will require addition of at least 1 more FTE Optician as there are already 9 required at the 8 listed in 4.2.2 VA Response: This solicitation has a requirement for prescription eyeglasses to be provided to the James J. Peters VAMC (Bronx, NY). There is no requirement for onsite licensed optician services at the James J. Peters VAMC (Bronx, NY).

Are there specified days and hours at which the “Parent Facility” Opticians are required to provide services at the “Associated Eye Clinics”?

VA Response: There is no requirement for licensed optician services at the Associated Eye Clinics listed in SOW Paragraph 1.1.

Who determines/directs on when the services are provided at the “Associated Clinics” as according to the RFP they are intended to be fully equipped and used as “dispensing” locations?

VA Response: There is no requirement for licensed optician services at the Associated Eye Clinics listed in SOW Paragraph 1.1. There is a requirement for the Associated Eye Clinics to be supplied with frame kits and display materials.

Q33: Paragraph 4.1.15 of the RFP states “…. Currently there are a total of twenty-one (21) VA Optical Shops in VISN 2 Downstate, however, additional facilities or clinics may be opened during the contract term.

a. Does the Government have any current plans to open additional sites?

VA Response: There are no immediate expectations for new VA optical shops during the period of performance, however if a location is added it will need to be supplied with frame kits and display materials.

b. What is the proposed timeline from the Government directing the opening of an additional site and the “ready to provide services” date?

VA Response: There are no immediate expectations for new VA optical shops during the period of performance, however if a location is added it will need to be supplied with frame kits and display materials.

c. Please confirm that the VA will provide space (free of charge) at each of the 21 “sites” and each site must be similarly equipped by the contractor.

VA Response: As stated in SOW Paragraph 4.2.1, the Contractor will be provided a space (including basic office furniture, such as tables and chairs) within each VAMC or Outpatient Clinic requiring optician services to measure and fit eligible Veterans entitled to Government provided eyewear. Optician services are required at the VA facilities listed in SOW paragraph 4.2.2.

Q34: According to Amendment 1 this is NOT an SCA contract. Is there any requirement to hire the incumbent Optician?

VA Response: There is no requirement to hire the incumbent Opticians.

Q35: Do all of the incumbent Opticians currently meet all of the standards/requirements in the RFP or have additional requirements been added?

VA Response: The requirements from the existing contract differ from the solicitation requirements. Therefore, a determination cannot be made.

Q36: Paragraph 4.1.8 of the RFP appears to limit upgrades to the 3 areas listed.

Is the contractor able to offer other upgrades to be paid directly by the Veteran?

VA Response: No other upgrades can be offered to be paid directly by the Veteran.

Q37: Does VISN 2 envision a “’telehealth” component for this at any time during the contract?

VA Response: VISN 2 does not envision a telehealth component during the contract period of performance.