36C24419R0102-0003000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION

OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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.

12. ACCOUNTING AND APPROPRIATION DATA

(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 ADM

INISTRATIVE 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 d ate 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.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 3

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(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.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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) 08-09-2019 none 00244 Department of Veterans Affairs Network Contracting Office 4

00244 Department of Veterans Affairs Network Contracting Office 4

To all Offerors/Bidders

36C24419R0102 08-09-2019

X X X

X This amendment to solicitation # 36C24419R0102 is to address the following items:

1. Update and replace the "B.1 Performance Work Statement" (PWS), see continuations pages 2-12

2. Update and replace "B.2 Price Schedule", see continuation pages 13-14

3. Update and replace "Attachment C

" QASP

, see continuation pages 15-19

4. Update and replace clause 52.216-18, see continuation page

5. Provide questions asked by interested vendors and the answers, see continuation pages 21-25

All other terms and conditions remain the same.

William Schlobohm Contracting Officer B.1 Performance Work Statement (PWS) (A Continuation of 1449 Description of Services)

1.0 DESCRIPTION OF SERVICES

VISN 4 has an ongoing program to furnish eyeglasses to Veterans that require them and are eligible for assistance.

The eyeglass and related services are to be provided to the following facilities. Frame kits will be supplied to each of the stations below. Distribution of frame kits will be coordinated through the underlined facilities:

(460) Wilmington, DE (460GA) Georgetown, DE (Sussex County) (460GC) Dover, DE (Kent County) (460GD) Cape May, NJ (460HE) Northfield, NJ (Atlantic County) (460HG) Vineland, NJ (Cumberland County)

(503) Altoona, PA (James E. Van Zandt) (503GA) Johnstown, PA (503GB) DuBois, PA (503GC) State College, PA (503GD) Mapleton Depot, PA (Huntingdon County) (503GE) Indiana, PA

(529) Butler, PA (Duffy Road) (Abie Abraham) (529A4) Butler, PA (New Castle Road) (529GA) Hermitage, PA (Michael A. Marzano) (529GB) New Castle, PA (Lawrence County) (529GC) Kittanning, PA (Armstrong County) (529GD) Monroe Township, PA (Clarion County) (529GF) Cranberry Township, PA

(542) Coatesville, PA (542GA) Springfield, PA (542GE) Spring City, PA

(562) Erie, PA HCS (562GA) Meadville, PA (Crawford County) (562GB) Ashtabula, OH (562GC) Bradford, PA (McKean County) (562GD) Franklin, PA (Venango County) (562GE) Warren, PA

(595) Lebanon, PA (595GA) Camp Hill, PA (595GC) Lancaster, PA (595GD) Wyomissing, PA (Berks County) (595GE) York, PA (595GF) Pottsville, PA (Schuylkill County) (595QA) Annville, PA (Fort Indiantown Gap)

(642) Philadelphia, PA (Corporal Michael J. Crescenz) (642GA) Burlington County, NJ (642GC) Horsham, PA (Victor J. Saracini) (642GD) Gloucester County, NJ (642GF) Camden, NJ (642QA) Chestnut Street, PA (642QB) Fourth Street, PA

(646) Pittsburgh-University Drive, PA (646A4) Heinz, PA (H. John Heinz III) (646GA) St. Clairsville, OH (Belmont County) (646GB) Greensburg, PA (Westmoreland County) (646GD) Washington, PA (646GE) Uniontown, PA (Fayette County)

(693) Wilkes-Barre, PA (693B4) Allentown, PA (693GA) Sayre, PA (693GB) Williamsport, PA (693GC) Tobyhanna, PA (693GF) Berwick, PA (Columbia County) (693GG) Bangor, PA (Northampton County) (693QA) Honesdale, PA (Wayne County)

2.0 GENERAL REQUIREMENTS

2.1 Standards of Performance

Sample frame kits are to be new and will not be included in the inventory. The Contractor shall provide a wide selection of frames for the Veterans to choose from (frame line to be approved by the VA). The contractor shall fabricate the eyeglasses in strict conformance to the eyeglass prescription, and verify final spectacles with the prescription. Verification of prescription and delivery to the beneficiary shall be documented and provided to the VA during each billing cycle (refer to Attachment D Payment Methodology). The contractor shall not add or substitute components or alter the beneficiary’s prescription in any way without prior approval and written authorization from the VA clinic Team or designee. All items provided by the contractor shall be new and be of current styles. The Items will be maintained in Optometry or Ophthalmology and discontinued style frames are not acceptable. VA prior to contract performance must approve frame selection. Any proposed substitutes for, or changes to, the approved frame selection shall be approved in writing by the COR and Contracting Officer. All frames must have a one-year warranty.

The Contractor shall designate an individual in his/her employment as “Contract Manager” who will be the primary point of contact (POC). The Contract Manager shall act as liaison to resolve day-to-day business arraignment and operational problems throughout the term of the contract. This individual shall be available to VA Medical Centers and Outpatient Clinics during normal business hours 8:00AM to 4:30PM (EST), Monday through Friday, excluding weekends and federal holidays.

2.2 Frame Kit: Upon contract award, the Contractor shall provide free VA selected frame sets and display cases to each medical center and applicable outpatient clinic, at a minimum of one-hundred (100) frames (40 men, 40 women, 20 unisex), each frame shall be a unique style including plastic, metal, and safety frames in a variety of colors. Samples shall be available in both size combination and color of each frame to allow for different eye sizes, bridge sizes, temples, and colors. Oversize frames (above 58) shall be included in the sample kit. New frame samples shall be provided to the locations above after contract award. Upon expiration of the contract vendor will collect sample frames used at the different sites at no additional cost to the VA.

2.3 Backorders and Contingency: In the event of discontinued materials or notification of backorders on materials from Contractor’s manufacturers/suppliers, the Contractor will notify the CO and COR within one business day of notification, inform of circumstances, offer VA a substitute of equal or higher quality products (lenses and/or frames) and provide a resolution. If acceptable to the VA, the substitute may be made part of the contract through the issuance of a contract modification. When substitutes are mutually agreed upon by both parties, the Contractor will include a “Notice of Substitute” in the eyeglass order to the Veteran beneficiary. In the event of Contractor equipment failures or other interruptions in service beyond Contractor’s control (natural disaster, fire, etc.), the Contractor will notify the CO and COR immediately and offer the VA a substitute of equal or higher. The Contractor shall promptly provide an alternative solution acceptable to the Government in order to resume timely services.

2.4 Pricing: The unit price for a single pair of prescription eyeglasses must be “fully loaded” for parts, materials, labor, and services. This includes, but is not limited to: fabrication, assembly, shipping and handling, eyeglass cases, frames, lenses and lens treatments. Each month the selected contractor will provide a monthly listing of currently available and unavailable frames, sizes, and colors reflecting changes from the prior month to the COR.

3.0 SPECIFIC REQUIREMENTS

3.1 LENSES

All lenses shall be fabricated in strict conformance to the eyeglass prescription. All items provided by the contractor shall be new. All lenses shall be fabricated and provided in accordance with the standards set forth in the American National Standards Institute for Ophthalmic Lenses, ANSI Z80.1, 2010 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug Administration (FDA) Regulation, 21 CFR 801.410 for impact resistance, unless otherwise specified in the order by the ordering clinician. Glass ophthalmic lenses shall be 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 or greater than 1.5D shall be fabricated in minus cylinder form, unless positive cylinder form is specified in the order. All lenses shall include UV coating, scratch resistance coating on all plastic lenses, balanced lenses, tint (when prescribed), roll & polish edge (when prescribed) as well as frames and cases (cushioned, open-end, pocket or clip-on) at no additional charge to the Government. It will be the patient’s preference as to which type of frames and cases they prefer.

Single Vision Lenses: Lenses shall be available in glass, plastic, polycarbonate. and high index plastic; when lens blanks are available. Construction of single vision lenses shall include spheres, Plano cylinders, and sphero-cylinders in all powers. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

Bifocal Lenses: Lenses shall be available in glass, plastic or polycarbonate and high index plastic; when lens blanks are available. Construction of bifocal lenses shall include spheres, Plano cylinders, and sphero-cylinders in all powers with a range of +0.50 to + 4.50D which shall be available. Lenses shall be available in glass with flattop, and executive, polycarbonate with flattop segments. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

Trifocal Lenses: Lenses shall be available in glass, plastic, or polycarbonate and high index plastic; when lens blanks are available. Construction of trifocal lenses shall include spheres, Plano cylinders, and sphero-cylinders in all powers. Add powers with a range of +1.50 to +4.50D, 50% intermediate power shall be available. Lenses shall be available in glass with flattop and executive segments. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

Special Lenses: The Contractor shall provide special lens design in opaque, frosted or black, balanced lens, prismatic lens, cataract lens, polycarbonate, hi-index, over power, A/R coating, safety lenses, executive style, solid or gradient tinted (all colors) lenses, Photochromic lenses (Transitions or equivalent), aspheric lens, FL-41 tint, and slab-off prism. These requirements will be specified by the Government on the prescription or order. Updates shall be furnished upon publication.

Progressive Lenses: Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses must also be available. Progressive lens style / layout shall be the same for all materials. Progressive style shall be considered “soft” in design. Construction of lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available. Non-adaptable would be replaced within 90 days by lined bifocals or trifocal at no charge to the VA. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

3.2 FRAMES

All frames shall be provided in accordance with the “American National Standard Requirements for Ophthalmic Frames” ANSI Z80.5-2010 or latest version.

All items provided by the contractor shall be new. The Contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. All items provided by the contractor will have a minimum of one-year warranty.

If the manufacturer discontinues a frame during the contract period, the contractor shall provide the VA with an approved substitute frame within 5 business days. All frames offered by the contractor shall be listed in either Frames/fax or frame catalogs and not be on any discontinued models. New free frame samples shall be provided with each contract renewal or if samples wear out or substitutions need to be made. When fulfilling prescriptions, the contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses.

Privately owned frames may be submitted to the contractor for new lenses. Charges for lenses only shall be in accordance with the “B.3 Price Schedule”. Contractor is responsible for replacing like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary.

5.0 PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE

Contractor shall deliver items ordered under the forthcoming contract no later than seven business days (10 business days for specialty prescriptions) after receipt of a delivery order (receipt of the delivery order will be done via SharePoint, a Veteran Affair’s electronic online portal), tracking of orders shall be available for one (1) year in advance. The contractor shall provide written notification to the COR and show cause in the event he is unable to deliver the required items in accordance with the Government's required delivery date.

If requested by COR, the Contractor shall be able to send monthly billing statements in a digital format i.e. Excel, .csv, or other digital format. These statements will be a billing summary of each eyeglass order invoiced and shipped during the prior business week. Required columns in weekly bill:

Invoice Date Invoice Number Billing amount Patient Name (Last Name, First Name Middle Site Identifier Purchase Order Number Lens Type

In the event the Government requests expedited delivery, the ordering activity shall telephonically contact the contractor and inquire into the feasibility of obtaining this condition. The contractor shall respond within one business day to such request and expedited delivery shall be mutually agreed upon. Upon direction of VA, delivery of eyeglasses may be directly to the Prosthetics department or to the patient’s place of residence (at no extra charge to the Government for routine delivery to any of the above destinations). All deliveries should be sent by 1st class mail or any comparable means.

During the one-year warranty period the contractor shall make all necessary adjustments (i.e., material defects, distortions, etc.). The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of acceptance. 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. Should the prescription be incorrectly filled, the contractor agrees to make corrections at no additional cost to the Government, all shipping cost will be covered by the contractor. 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. If eyeglasses are returned to the contractor for correction of a problem due to contractor error, the corrected glasses shall be returned to VA facility within three (3) business days of receipt of the defective glasses. Contractor must have online portal capabilities for errors and issues to be easily recorded by each site.

The contractor shall immediately notify all affected VAMC(s), COR, and contracting activities in the event of a product recall, removal, required adjustment, required modification or substitutions that is suggested or mandated by the contractor, distributor, manufacturer, or any regulatory or official agency. The information that shall be included in this notification includes:

A complete item description, identification.

Administrative identification data including contract number, order numbers, and order date.

Reasons for recall, removal, adjustment, or modification.

Instructions for appropriate corrective action.

Contractor shall notify the VA within 24 hours if the manufacturer has a depletion of stock of a specific frame. The VA shall approve or disapprove all replacement frames.

Remakes due to VA error would be billable to the VA.

6.0 QUALITY CONTROL AND PATIENT SATISFACTION:

6.1 Quality Control: The Contractor shall maintain a quality control plan that includes an ongoing review of manufactured products (timeliness and quality). Quarterly performance reports will be submitted to respective COR. Reports shall include:

Date of receipt of orders (or date orders delivered to/picked up by Optical Shop) VA error rates (errors submitted to the Contractor to be processed) Contractor error rates (errors submitted to VA or Veteran beneficiary) Accuracy of eyeglass fabrication (Spectacle Fabrication List) in accordance with ANSI Z80.1 and Z80.5 standards Number of eyeglasses returned due to fabrication error Average fabrication (Lab) process time Breakage/spoilage rate (specify frame, lens, etc.)

6.2 Patient Satisfaction: The Contractor shall send each patient a satisfaction survey in which they can score services from lowest to highest. Data shall be collected on a monthly basis, aggregated, and used for performance improvement, which are submitted to the respective facility COR on a quarterly basis. At a minimum, the surveys shall include:

Courteous and friendliness of staff Promptness of service Product choice Quality of product Timeliness of product delivery Fit and function of product Reason for returns The Government shall monitor the Contractor’s performance through monthly review of invoices for accuracy and timeliness, patient satisfaction and/or complaints received in Prosthetic and Sensory Aid Services (PSAS), and review of Contractor submitted performance improvement reports (quality assurance and patient satisfaction data). Performance monitoring will focus on, but not be limited to:

Equipment fabrication, repair and/or replace Number of remakes Number of eyeglass fabrication errors Number of prescription errors identified prior to product shipment Expedited delivery Accuracy of required documentation/reports submitted Number of patient complaints

6.3 SURVEY

On a quarterly basis, the Contractor will select 1% of random veterans who receive mailouts and verbally verify: Delivery of glasses, prescription accuracy, and quality of product.

The Contractor shall submit quality assurance and patient satisfaction performance improvement reports to the COR on a quarterly basis not later than the 15th day of the first month following the end of the quarter (i.e. January 15th, May 15th, July 15th, and October 15th).

B.2 PRICE/COST SCHEDULE (OFFEROR SHALL COMPLETE ALL PRICING FILLABLE INFORMATION BELOW)

(A CO may designate representatives and alternate representatives to place orders against this contract. Ordering officers (OOs) will be authorized to place orders against this contract. The Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum upon issuance of the contract. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in loss or delay in payment for supplies/services provided under such orders.)

Individual Unit Fixed Prices (CLIN 12 items below):

*Note 1 – Quantities below are estimates only. Actual usage will depend on actual need. The individual unit prices will be utilized for ordering each pair of glasses.

*Note 2 - Refer to Attachment D for Payment Methodology

(no guarantee) Regular (Dress) Frames-Each (Individual Unit Price) Regular (Dress) Frames-Est.

Total

ADD-ONS

Annual Estimated Total (adding up all the frame estimated totals from the 12 CLINs above): $___________ Eight (8) Year Estimated Total (Annual Total x 8): $___________

Tentative Effective Date is 10/01/2019 Tentative Expiration Date is 10/30/2027

Page 1 of

Quality Assurance Surveillance Plan (QASP) The contractor will be evaluated in accordance with the following:

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

Organization or Agency: Department of Veterans Affairs, Purchasing and Contracting

Organization or Agency: Coatesville VAMC

3. CONTRACTOR REPRESENTATIVES

The following employee(s) of the contractor serve as the contractor’s program manager(s) for this contract.

Primary:

Alternate:

4. PERFORMANCE STANDARDS

The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined.

Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

5. INCENTIVES/DEDUCTS

The Government shall use past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION. 100% surveillance: N/A

b. 100% INSPECTION. All will need proof of Contractor’s employees training at time of award of contract.

c. PERIODIC INSPECTION. Inspections scheduled and reported quarterly per COR delegation or as needed.

Vehicles and equipment within will have a random and unannounced inspection quarterly.

d. VALIDATED USER/CUSTOMER COMPLAINTS. Veteran confidentiality, all reports will be investigated, documented and discussed with Contractor.

e. RANDOM SAMPLING. N/A

f. Verification and/or documentation provided by Contractor. Monthly invoice is reviewed to ensure all components of scheduled transport is documented. Components include: VA order, Contractor trip sheet, and invoice from Contractir.

SAMPLE PERFORMANCE MEASURES

Tailor to specific procurement. Consider the performance measures the VA may have for the service the procurement involves.

The table below is a sample that can be tailored – note that the table must identify where in the PWS the standards are found for monitoring performance. Check the MSO Customer Resource Center for approved mandatory QASPs.

7. RATINGS

Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used:

Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Note: To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also there should have been NO significant weaknesses identified.

Note: To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also there should have been NO significant weaknesses identified.

Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified.

Note: To justify an Unsatisfactory rating, you should identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. However, a singular problem could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g. Management, Quality, Safety or Environmental Deficiency Reports, or letters).

b. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

The frequency of measurement is defined in the contract or otherwise in this document. The government (COR or CO) will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Reporting.

The COR shall communicate with the Contractor and will provide written reports to the Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review Contractor performance.

10. COR AND CONTRACTOR ACKNOWLEDGEMENT OF QASP

SIGNED:

COR NAME/TITLE DATE

SIGNED:

CONTRACTOR NAME/TITLE DATE

C.3 52.216-18 ORDERING (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from effective date of contract through expiration date of contract.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders will be delivered by electronic commerce methods (SharePoint and electronic faxing).

(End of Clause)

QUESTIONS AND ANSWERS (ANSWERS IN RED):

1. Please revise the requirement in PWS paragraph 2.3 to “one business day” (rather than 24 hours). As written, the contractor might be unable to meet the contractual requirement, when the VA is closed for a weekend or Federal Holiday. –Refer to updated PWS per this amendment

1. It is often in the best interest of all stakeholders, to coordinate order changes due to backorder / discontinuation, prior to fabrication. Can the Veteran’s prior approval of the order change be used as an alternate method to the “Notice of Substitute” in paragraph.

-This PWS section will remain as is

3. Please revise the contractor’s response time for expedited orders (PWS paragraph 5.0) to “one business day” (rather than 24 hours). As written, the contractor might be unable to meet the contractual requirement, when the VA is closed for a weekend and/or Federal Holiday. –Refer to updated PWS per this amendment

4. Please revise the remake requirement in PWS paragraph 5.0 to “three business days” (rather than 3 calendar days). As written, the contractor might be unable to meet the contractual requirement, when the VA is closed for a weekend or Federal Holiday.- Refer to updated PWS per this amendment

5. In the section dedicated to Basis of Award and Evaluation, Subfactor 3: Product Samples on page 51, please confirm that all of the items listed are to be included with the proposal. If so, then please clarify if the lens samples should be blanks, or if VA would prefer to review a specific prescription in each lens. Yes, all items included. Lens sent should have a blank prescription

6. The QASP Performance Metric AQLs are outside of customary commercial practice in the optical industry. They are also much more restrictive than the most recently awarded VISN eyeglasses contracts, which typically use a 95% standard, or lower, for each metric. Please adjust the solicitation metrics to conform to the expectations set by other VISNs and the commercial optical industry. – QASP updated per this amendment

7. Please clarify how many fitting frame kits will be required at contract inception, at each of the facilities listed in Performance Work Statement paragraph 1.0. - Refer to updated PWS per this amendment

8. Please confirm how many frames are required in the sample kit submitted with the offeror’s proposal. (In the instructions to offerors section subfactor 3 on page 51 of the solicitation it mentions 50 frames including frame kits, repair kits, tint samples, eyeglass cases and lenses. In the performance work statement on page 9 section 2.2 Sample Kit it mentions 100 frames for each medical center.)-Refer to updated PWS per this amendment

9. Please confirm how many sample kits are required with the offeror’s proposal. Per solicitation to offerors, it states one sample

10. Section 3.1 of the Performance Work Statement (PWS) on page 10 of the solicitation mentions Glass ophthalmic lenses shall be chemically strengthened for impact resistance. Please confirm that glass lenses can be heat strengthened for impact resistance (as an alternative to chemically strengthened), as this method is also approved by the FDA.- Refer to updated PWS per this amendment

11. On the current contract, hi-index is defined as 1.56 or 1.60. Will this be the same for this contract? See price schedule, line 6. -Yes

12. Please see page 11, Section 3.2 Frames: “All items provided by the contractor shall include fitting and adjustment services and a minimum of a one-year warranty.” Since the solicitation does not contain optician services, we suggest removing the verbiage on “fitting and adjustment services.” – Refer to updated PWS per this amendment

13. Will the contractor be required to provide any optician services or are all opticians employed by the VA? No

14. Of the 56 locations listed, would frame displays be required at all locations and if so, which locations would have frame display boards to display the frame kit samples and which would require smaller sample display units? Frame KITS in trays

15. VA is requesting delivery of items ordered no later than 7 days after receipt of the delivery order. For specialty prescriptions/lenses or lenses requiring an anti-reflective coating would the VA consider allowing delivery no later than 10 days after receipt of the delivery order? -Refer to updated PWS per this amendment

16. Are remakes of doctor errors in prescription billable to the VA? – Refer to updated PWS per this amendment

17. Normally non-adaptive remakes are required to be requested within 90 days of original order receipt by patient. Could the VA clarify what its policy is concerning time frames for non-adaptive remakes? -Refer to updated PWS per this amendment

18. Could the VA provide a breakdown of the number of lenses by material type for each line items 1-4?- Price Schedule and CLIN structure will remain as is. Estimated 2% of lenses are glass, 49% plastic and 49% polycarbonate. (this percentages are not definitive and can be changed on customer needs)

19. The VA has requested that the following items be available but has not included and Line Item pricing space to bid these items as follows. These items carry costs above the costs of a standard lens style. Could the VA add these items to the price worksheet? No, the CLIN structure will remain as is.

a. Plano SV Lens in Opaque, Frosted, Black or Balance Lens Prosthetics?

b. Oversize Lens – Add-on Cost

c. Press on Prism – Add-on Cost

d. Standard Prism – Add-on Cost

e. Safety Lenses/Thick Lenses – Add-on Cost

f. Executive Lenses – Add-on Cost

g. Expedited Delivery at request of VA

20. Anti-reflective Coatings (AR) are also a commonly prescribed add-on and as a result could it also be added to the price worksheet?- CLIN structure updated per this amendment to reflect this change

21. As part of the effort to increase overall patient satisfaction it is typical for the veterans to be allowed to upgrade to products such as Crizal (AR coating), Transitions (light adaptive lenses), and Varilux (premium progressives) as well as be able to make retail/second pair purchases at discounted prices. Will upgrades and retail/second pair purchases be permitted with this contract? - No

22. Could the VA provide both User and Technical information on the SharePoint On-line Ordering Portal? Will this system supply the actual order to the fabrication lab in its entirety?- Training on how to receive orders from SharePoint can be provided. No, SharePoint is used to deliver a copy of the order

23. Will the VA be using fax or email to transmit the actual order to the fabrication lab? No, SharePoint will be used

24. Is the contractor required to deliver prescription eyeglasses directly to the veteran customer as well as to the sites set forth in Section B.1? If so, what is the percentage of eyeglasses to be shipped to the veteran customer versus to the VA facility cited in Section B.1? All prescription glasses will be mailed to either veterans’ home or facility. 95% are sent to the veteran home

25. Please confirm or correct the following statement: the contractor will not have to hire opticians or any employees for the sites set forth in Section B.1. Confirm, contractor will not have to hire opticians or any staff for on site

26. Under the set-aside requirements set forth in the RFP, is an SDVOSB permitted to team with an entity that has more than 500 employees? Refer to solicitation VAAR 852.219-10 (c) “Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR §125.6.”

27. The opportunity is for an 8 year contract. The format for how the VA wants its pricing, as indicated in Section B.2, provides one column for annual pricing. Would pricing for each year be accepted by the VA? It is preferred to have fixed individual unit prices for all 8 years (it’s up to the offeror to take into consideration any perceived escalation), but fixed individual unit pricing that varies from year to year is also acceptable, however the estimated total value for the entire contract period will be evaluated (including any extension)

28. On page 11, under “Performance, Delivery, Inspection and Acceptance, it is stated that “receipt of the delivery order will be done via SharePoint, a Veteran Affair’s electronic online portal. However, on page 32 under “Ordering”, it is stated that “Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule. -clause 52.216-18 Ordering line (c) tailored per this amendment

29. Do those two statements concur with each other? If so, please provide more detail as to the difference between the two statement. Please explain the role of the VA’s Sharepoint portal in more detail with regard to its function with orders. -VA will upload orders to SharePoint for the contractor to process.

30. Do orders sent via Sharepoint fall in the category of the “electronic commerce” method mentioned on page 32? Yes

31. Also, can the VA indicate the percentage of orders placed using each method: orally, facsimile, or by electric commerce and/or by Sharepoint? All orders are done by electronic commerce, clause 52.216-18 Ordering line (c) tailored per this amendment

32. Also on page 32, the VA states that “if mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail.” However, on page 11, the VA states that the “Contractor shall deliver items ordered under the forthcoming contract no later than seven business days after receipt of a delivery order”. One statement points to the date the mail was deposited and the other points to the date the order was received. Please explain the difference. Seven business days will be from the time the order was. -Refer to updated PWS per this amendment

33. On page 51, under “Product Samples” it is mentioned that “Catalogue Cuts are preferred” What are catalogue cuts? -Catalog style with pictures available frames with short description

34. Glass lenses are an extremely rare request (now a days), we can manufacture them but the cost to benefit vs polycarbonate lenses is quite large 3-4x more expensive for glass. Glass lenses are also more dangerous and less durable than poly. -Interestingly, there are still patients who prefer glass and I order them often enough.

35. Line item 1-4 requests pricing for plastic, glass or polycarbonate, without knowing the specific quantities for each material it makes it almost impossible to provide an accurate quote (ie, plastic is $40, poly is $50, glass is $100) if no additional line items are added or if additional quantities are not given on each material type I would imagine everyone would just quote plastic lenses since they are the cheapest and the requirement does state “or” not “and”. We do not believe this would be the best option for the VA as in some cases Poly is preferred. - CLIN structure will remain as is. Estimated 2% of lenses are glass (this is not definitive and can be changed on customer needs), 49% plastic and 49% polycarbonate. (this percentages are not definitive and can be changed on customer needs)

36. Line item 1-4 states tint, but page 10 mentions tint when “prescribed” it does not make sense for the government to get tint pricing on all items if only some will have tint, tint should be a separate line item as it is an add on option? - CLIN structure will remain as is

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