36C24820R0087_1.docx

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL

BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b.

RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES W

HICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND

TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24820R0087 08-2 -2020 Michael Pierson; michael.pierson@va.gov 813-631-2812 09-2 -2020

4:00 PM

EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa, FL 33637 X X 339115 1000 Employees N/A X 36C673 Individual Patient Address, or Orlando VA Healthcare System, Tampa VA Healthcare System, Bay Pines VA Healthcare System, Florida 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-9971 See CONTINUATION Page Prescription Eyeglasses & Optician Services for the Orlando, Tampa, & Bay Pines VA Healthcare Systems See Statement of Need, Price/Cost Schedule & Delivery Schedule for Details See CONTINUATION Page X Michael Pierson Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa, FL 33637

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin, TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24820R0087

Page 1 of Page 1 of Page 1 of Page 1 of

B.2 STATEMENT OF NEED

PRESCRIPTION EYEGLASSES AND OPTICIAN SERVICE FOR ORLANDO, TAMPA, & BAY PINES VA HEALTHCARE SYSTEMS

1. SCOPE:

1.1 The Department of Veterans Affairs (VA) has an ongoing program to provide prescription eyeglasses (both dress and safety) and onsite (at VA Medical Centers) optician services to eligible veterans. The Contractor is to provide prescription eyeglasses according to contract specification for beneficiaries of the following sites of care and their entire catchment areas within Veterans Integrated Service Network 8 (VISN-8).

VA anticipates award of a single indefinite delivery indefinite quantity contract (IDIQ) on a firm fixed price (FFP) basis from the solicitation for the sites listed in section 2.2 and their entire catchment areas within VISN 8. Currently, there are a total of nine (9) VA Optical Shops.

The awarded contract total duration will not exceed 12 months.

1.2 The contract is intended for use by different VA Health Care Systems Medical Centers and Outpatient Clinics located within VISN 8. Each VISN 8 location is responsible for ordering and payment for their site.

1.3 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 shall include fitting and adjustment services and a minimum of one-year warranty.

2. DELIVERY:

2.1 The contractor shall deliver all items no later than SEVEN (7) BUSINESS DAYS after receipt of prescription consult (VA Form 513) issued by Government authorized personnel against the contract. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the ordering activity will telephonically contact the contractor and notify the contractor of such a requirement. Delivery of eyeglasses shall be to the designated address of the veteran or contracted ordering facility or, as indicated on the prescription (CPRS Prosthetics ‘Eyeglass’ consult/VA Form SF 513)/purchase order issued by the Government. All eyeglasses shall be delivered as directed on the purchase order and delivery shall be made using traceable means. The expectation is that the contractor will monitor their stock and propose a substitute before that style of frame becomes unavailable. However, the contractor shall notify the VA Contracting Officer Representative (COR) via email or fax in the event of backorders or other delays. If there is a backorder on any frame style, the contractor must contact the VA no later than 24 hours after the contractor is notified by the frame manufacturer/supplier. The contractor shall offer the VA/Veteran a substitute of equal or higher quality. If acceptable to the VA, the substitute may be made part of the contract with a bilateral modification. The contractor’s notification shall include the cause for delay, remedy date and date of expected shipment to the designated address as indicated on the order. Failure by the contractor to provide a written notification within one business day as specified above constitutes a performance failure and the COR will notify the Contracting Officer (CO), who in turn will undertake any action authorized pursuant to the contract or otherwise in accordance with applicable law and regulations. The contractor shall be responsible for informing the COR of any government deficiencies such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, and inability to reach the government representative, payment delays or other issues. The contractor’s failure to notify the COR will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the contractor from delivering the items within the time required under this contract.

2.2 CLINICS & HOURS OF OPERATION:

Prosthetics Sensory Aid Service (PSAS) Facility Addresses with clinical staffed hours of operation are as follows:

ORLANDO & ORLANDO SITES

Hours: 7:30am-5:30pm Mon -thru- Fri Saturday 8:00am-1:00pm Hours: 7:30am-5:30pm Mon -thru- Fri Saturday 8:00am-1:00pm

Hours: 8:00am-5:00pm Mon -thru- Fri Saturday 8:00am-1:00pm Hours: 8:00am-4:30pm Mon -thru- Fri Saturday 8:00am-1:00pm

TAMPA & TAMPA SITES

James A Haley Veterans’ Hospital 10770 N 46th Street Tampa, FL 33612 Hours: 8:00am-5:30pm Mon -thru- Fri Saturday 8:30am-4:30pm New Port Richey VA HBPC 7347 Ridge Road, New Port Richey, FL 34668 Hours: 8:30am-4:30pm Mon -thru- Fri Saturday: Closed

BAY PINES & BAY PINES SITES

CW Bill Young VA Medical Center 10000 Bay Pines Blvd. Bay Pines, FL 33744 Hours: 8:00am-4:30pm Mon -thru- Fri Saturday Closed Lee County CBOC 2489 Diplomat Pkwy East Cape Coral, FL 33909 Hours: 8:00am-4:30pm Mon -thru- Fri Saturday Closed

Bradenton CBOC 2250 State Rd 64, Ste 101 Bradenton, FL 34208 Hours: 8:00am-4:30pm Mon -thru- Fri Saturday Closed

* CBOC – Community Based Outpatient Clinic

* OPC – Outpatient Clinic

* HBPC – Home Based Primary Care It is noted that hours are subject to change based on workload and as mission dictates.

3. PRICING SCHEDULE:

All quantities are listed as estimates only. The number of patients covered by this contract could increase or decrease within VISN 8 dependent upon beneficiaries added or removed. Estimated quantities do not include projected increases or decreases but are representative of current volume. The Government is not obligated to any specified amounts of products and/or services but shall be obligated to provide payments for all items/services requested in accordance with the orders.

4. GENERAL REQUIREMENTS:

4.1 The contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription/consult that has been provided by an authorized VA staff, verify final eyeglasses with the prescription/consult and ship all eyeglasses to the designated address, at the prices indicated in the schedule. All items provided by the contractor shall be new.

4.2 Verification of prescription and delivery to the veteran or VA shall be documented and provided to the VA each month. The contractor shall not add or substitute components or alter the veteran’s prescription in any way without prior approval and written authority from the authorized VA designee.

4.3 The Government may use VA Form 10-2914 VA Purchase Order to place orders with the contractor.

4.4 The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt. 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. 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. For correction of a problem due to contractor error, the corrected glasses shall be returned to the VA facility or veteran within three (3) business days of receipt of the defective glasses.

5. LENSES:

All lenses shall be fabricated in strict conformance to the eyeglass prescription. All lenses shall be fabricated and provided in accordance with the latest edition standards set forth in the American National Standards Institute for Ophthalmic Lenses, ANSI Z80.1. 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 chemically, or heat strengthened for impact resistance. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D 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 shall be on all plastic lenses at no additional charge to the Government.

Single Vision Lenses – Lenses shall be available in glass, plastic, polycarbonate or hi- index (1.67 or greater). Construction of single vision lenses shall include spheres, Plano-cylinders and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available.

Bifocal Lenses – Lenses shall be available in glass, plastic or polycarbonate, and hi- index (1.67 or greater). Construction of bifocal lenses shall include spheres, Plano- cylinders, and sphere-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments.

Trifocal Lenses – Lenses shall be available in glass, plastic or polycarbonate. Construction of trifocal lenses shall include spheres, Plano-cylinders and sphere- cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in glass with flattop, executive and round segments and polycarbonate with flattop segments.

Special Design Lenses -The contractor shall provide special lens design in opaque, frosted or black, balanced lens, prismatic lens, cataract lens, polycarbonate, hi-index (1.67 or greater), over power, A/R coating, safety lenses, executive style, solid or gradient tinted (all colors) lenses, Photochromic lenses (transitions or equivalent), aspheric lens, and slab-off prism. These requirements will be specified by the Government on the prescription or order. Updates shall be furnished upon publication.

Photochromic Lenses - Photochromic lenses must also be available. Lenses shall be available in glass, plastic, polycarbonate, and high index materials. 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 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.

6. FRAMES:

6.1 All frames shall be provided in accordance with the latest edition “American National Standard Requirements for Ophthalmic Frames” ANSI Z80.5.

6.2 The expectation is that the contractor will monitor their stock and propose a substitute before that style of frame becomes unavailable. 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 or special "Medicaid" frames shall be permitted.

6.3 Sample Commercial Frame Sets: The VA reserves the right to inspect the frame selection for any location at any time after contract award and during contract performance. After contract award, the contractor shall provide sample frame sets and display cases to each medical center and applicable outpatient clinic; one-hundred sixteen (116) frames (48 men, 48 women, 20 unisex), each frame shall be a unique style including plastic, metal, and safety frames in a variety of colors, to allow for different eye sizes, bridge sizes, temples, colors, etc. of the most popular styles. Oversize frames (size 54-60), short bow length (size 125-130), hypoallergenic and safety frames shall be included in the sample kit. New frame samples shall be provided to the locations below in the indicated quantities after contract award. Upon expiration of the contract the contractor shall collect the sample frames used at the different sites at no additional cost to the VA.

6.4 Frame options per kit shall include no less than the quantities below (116 total)

a. 40 men’s metal & plastic both form fit and standard nose pieces

b. 40 women’s metal & plastic both form fit and standard nose pieces

c. 20 unisex frames metal & plastic both form fit and standard nose pieces

d. 5 large frame sizes for men’s frames

e. 5 large frame sizes for women’s frames

f. 3 frames with short bow lengths for men’s frames

g. 3 frames with short bow lengths for women’s frames

6.5 New frame samples shall be provided with each contract renewal or if samples wear out or substitutions need to be made. Note: Additional Sample Kits may be required as mission and needs dictate.

6.6 Privately owned frames may be submitted to the contractor for new lenses. Charges for lenses only shall be in accordance with the schedule. The contractor is responsible for replacing like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary.

6.7 Frames and cases (cushioned, open-end, hard, pocket, clip-on, etc.) shall be provided at no additional charge to the Government. It shall be the patient’s preference as to which type of frames and cases they prefer.

7. UPGRADES:

7.1 VISN 8 VAMCs may choose to allow the vendor to offer upgrades and other retail options to veterans and other stakeholders. Such retail options shall be managed separate from the VA PSAS prescribed and authorized eyeglass and eyeglass contract requirements for veterans. The upgrades and retail options shall be processed as a separate transaction and shall not in any way alter the VA Eye Clinic’s prescription for any contract order. The upgrades and retail options shall be the responsibility of the veteran and vendor independent of this contract. Any upgrades and associated processes shall be done in such a manner that it does not affect the contract requirements and service to veterans under this contract.

7.2 This contract is not linked in any way to any current or proposed Veterans Canteen Service (VCS) retail sales agreements and does not obligate the VA facility to enter into the contract optician service. The contractor may elect to sign a separate Retail Sales Contract/Agreement with the VCS for those stations that choose to do so. The optician may provide information on retail upgrades to prescriptions that a beneficiary would pay with his or her own funds to the Retail Optical Shop if the beneficiary desires, however, this does not permit any high pressure sales tactics to be used and the contractor shall obtain a written statement of understanding by the beneficiary that additional charges may apply to upgrades requested to ensure that beneficiary clearly understand that upgrades are not required and are optional.

8. OPTICIAN SERVICES:

8.1 All VISN 8 Medical Center or Outpatient Clinic locations will provide the contractor space for an optical shop to measure and fit eligible Veterans. There will be no measuring and fitting of VA patients done in the Optometry or Ophthalmology eye clinics by the contractor. Provision of space for an optical shop is not contingent upon any VCS Retail Sales agreements.

8.2 The contractor shall provide licensed opticians and applicable staff with appropriate ophthalmic dispensary training as needed to meet the workload needs of the VISN 8 sites from the table above para 2.2.

The licensed optician must meet the licensing/certification requirement of the State of Florida. Staff will be located at each VA Medical Center / outpatient clinic in VISN 8 electing to provide space for an Optical Shop, for the purpose of measuring and fitting of all Veteran patient prescriptions provided by the VAMC Optometry or Ophthalmology clinics. The licensed optician must also be able to verify eyeglass prescription specifications provided by the VAMC providers as indicated here. A contingency plan shall be in place to insure adequate contractor coverage (licensed opticians) in the event of contractor sickness, vacations, termination of employment etc. When an optician is selected by the contractor, the CO and facility COR will have discretion on the selected optician regarding the person having suitable experience, qualifications, training and security clearance to meet the workload at the location. The VAMC must concur with the selection of the contract optician, and the optician must successfully complete the vendor and VA background requirements, new employee orientation to VA procedures, and mandatory training requirements. If any of these areas are deficient, the contract optician will be unable to work at the VA location. Contractor staff performing on site at a VA facility shall dress in a professional manner and wear appropriate identification.

8.3 OPTICIAN REQUIREMENTS:

The contractor’s on-site personnel shall:

a. Provide frame information and measurements to the VA.

b. Answer beneficiary questions related to the eyeglasses and eyeglasses order.

c. Contact no-show beneficiaries to determine if the beneficiaries will be obtaining eyeglasses through the VA Optical Shop and advise the facility COR when a beneficiary declines service.

d. Maintain professional customer relations.

e. Confirm creation of purchase orders with Prosthetics staff.

f. Work closely with Prosthetics staff members regarding administrative issues as early as possible once issues are discovered.

g. Electronically transmit all eyeglass orders to the contractor manufacturing facility.

h. Track eyeglass orders with the contractor.

i. Communicate directly with beneficiaries on optical issues as they arise (often by telephone).

j. Educate patient on the proper care and maintenance of the eyeglasses and what the patient should do in the event of a problem.

k. Maintain an electronic log of phone calls from beneficiaries and document actions taken.

l. Troubleshoot all optical issues for prosthetic devices and—assuming none found—contacting eye clinic directly for further remediation of problem.

m. Provide eyeglass repairs (primarily eyeglass screws and nose pads).

n. Receive eyeglasses, notify veterans eyeglasses are ready for pick up and/or fitting and mail eyeglasses to veterans when patients are unable to go to VA for appropriate fittings. Three attempts to notify the veteran that the glasses are ready to be picked up/fitted shall be documented by the contractor within 7 calendar days. The three attempts will include a written notice if unable to reach the veteran by telephone.

o. Other duties as commensurate.

8.4 CONTRACTOR PERSONNEL ELEMENTS OF COMPETENCE:

Contractor personnel shall have the ability to interpret and dispense a prescription using appropriate lenses and facial and frame measurements. Contractor personnel must be able to fulfill the following requirements:

a. Identifies anomalies in a prescription and implements the appropriate course of action.

b. Identifies possible errors in a prescription and follows the appropriate course of action.

c. Identifies and explains any problems which may occur from the given prescription and offers solutions, for example, aniseikonia, anisometropia.

d. Measures and verifies optical appliances taking into account relevant standards where applicable.

e. Measures and verifies that lenses have been produced to a given prescription within tolerances by verifying lensometry, verifying seg height, optical centers, etc.

f. Verifies that all aspects of the frame or mount have been correctly supplied. Verify prism.

g. Measures and verifies that the lenses are correctly positioned in the spectacle frame/mount within tolerances.

h. Matches the form, type and positioning of lenses to meet all the patient’s needs and requirements and provides appropriate advice.

i. Provides all the necessary information for a pair of spectacles to be duplicated, to include: prescription, lens type and form, centration and fitting positions, frame details and lens surface treatments.

j. Dispenses a range of lens forms to include complex lenses, multifocal and high corrections, prism, and advise on their application to specific patient’s needs.

k. Demonstrates correct interpretation of prescriptions; understands the following lens parameters: lens form, design, materials, coatings and tints, prism.

l. Demonstrates understanding of frames covering the following: size, materials, relationship between frames, lenses and face.

m. Demonstrates the appropriate lens and frame selection and justification (bearing in mind patients lifestyle requirements) and is able to take correct PD with a pupillometer at both distance and near.

n. Demonstrates appropriate frame adjustments, including tint, seg hgt, optical centers, nose pad adjustments, etc.

o. Manages non-tolerance cases.

p. Identifies problems, including but not limited to verifying Rx, verifying transitions, optical centers, seg heights, improper frame selections, etc.

8.5 OPTICIAN HOURS & COVERAGE: Contractor shall provide fitting, repair and measuring service for patients during regular business hours Monday through Saturday to accommodate VA Clinical hours as outlined in Section 2.2. The ‘Tour’ may vary depending upon arrangement with VA facility; the contractor shall coordinate the operating hours with the COR at each VA facility. All vacations and sick leave by the contractor optician must be covered by the contractor with an equally qualified, trained and VA approved optician for the entire vacation or sick period. The contractor shall provide a replacement optician with an optician of equal or greater experience and skills for any planned or unplanned absences that exceeds 4 hours. It shall be the responsibility of the contractor to make arrangements for replacement opticians. The VA will not be responsible for notifying the contractor of contractor personnel tardiness or absences.

8.6 EQUIPMENT: The contractor shall provide all necessary equipment, materials and supplies required by the optical technicians to perform services to include but not limited to employee desk, chair, telephone, facsimile, printers and computers, display racks/cases, and related equipment, as required for in-house (onsite) and/or off site VA optical shop services, except as indicated in the table below. The contractor shall be responsible to stock the optical shop with necessary office supplies such as pens, paper, and necessary supplies in support of contractor owned equipment, including supplies needed to clean equipment in accordance with the manufacturers’ recommendations. Non-Government furnished equipment (GFE) must be compliant with Continuous Readiness In Information Security Program (CRISP) http://www.oit.va.gov/docs/oit_fact_sheet/VA_CRISP_Factsheet_12012014.pdf . Contractor furnished equipment shall be maintained, repaired or replaced as necessary at no cost to the VA, when failure or malfunction is due to normal usage or due to the fault of the contractor. The following table describes GFE for each site:

Item

Orlando 675

Tampa 673

Bay Pines 516

In addition, the VA will furnish and maintain all waiting room furniture, equipment and supplies.

The contractor’s optician must have access to appropriate tools for dispensing on all premises. It shall be the contractor’s responsibility to maintain all contractor furnished items in good working and calibrated condition. Contractor furnished items include but are not limited to:

a. Adjustment and bench tools;

b. Lensometer;

c. Lens clock;

d. Frame heater;

e. P.D. Ruler;

f. Pupilometer and/ or penlight, or interpupillay measuring device

g. Frame and lens cleaning products;

h. Thickness calipers;

i. Vertex distometer;

j. Tolerance chart (see appendices)

k. Visual acuity charts

9. PERFORMANCE, DELIVERY, INSPECTION, ACCEPTANCE, PAYMENT AND INVOICES:

9.1 Prescriptions will be transmitted by electronic means. The contractor shall have the capability to receive orders via facsimile (fax) transmission located in a secure location not open to the public and through encrypted Public Key Infrastructure (PKI) email capability. The fax machine shall be independent from the contractor’s established phone line and be capable of receiving faxed orders. The contractor shall maintain a log of all work transmitted via fax, computer, and telephone. The log shall be electronically maintained via secure computer using an Excel spreadsheet. Mailing orders will only be used in an emergency affecting fax and email capabilities and when a frame must accompany the order.

9.2 The Government will submit all available orders to the contractor on a daily basis. Batching of orders is not authorized by either party. Batching in this case means holding all orders to meet a minimum requirement by any or all parties.

No fabrication of glasses shall begin prior to receiving a purchase order number from Prosthetics.

9.3 The contractor shall immediately notify all affected VA’s and contracting activities in the event of a product recall, removal, required adjustments, or required modification 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 but is not limited to:

a. List of patients affected (Name and SSN)

b. A complete item description, identification.

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

d. Reasons for recall, removal, adjustment, or modification.

e. Instructions for appropriate corrective action.

9.4 A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the facility COR.

9.5 Quality Assurance: The contractor shall submit weekly reports to the ordering VA with the following information:

a. Work in progress

b. Shipping List

c. Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards)

If requested by the ordering VA, the contractor will need to be able to provide the following information within two business days:

d. Number of eyeglasses returned due to lab error

e. Average in-lab process time

f. Breakage/Spoilage rate

g. Delivery confirmation should also be included in those cases where the eyeglasses are mailed directly to patient’s residence.

9.6 PAYMENT AND INVOICES:

a. Payment will be made via Government Purchase Card (GPC) and processed individually by sending individual purchase orders (PO) for every prescription eyeglasses order.

b. The contractor shall submit weekly detailed reports of eyeglasses delivered during the week by COB each Friday. The report shall conform with paragraph 10.6, b2 below.

c. No later than 10 business days after each month, the contractor shall submit a comprehensive invoice for all eyeglasses delivered the previous month for payment processing. The contractor shall submit 3 documents with the monthly invoice:

1. A single cover sheet (invoice) for the total quantity and total amount owed for the month, which must also include the contractor’s name, address, phone and fax number, invoice number, contract number, month of service and contract line item numbers sub-totals & quantities, facility name and number.

2. A detailed bill on a separate electronic spreadsheet for each product delivered to veterans delivered during the month. Spreadsheet report must include ordering facility, invoice number, purchase order number, veteran’s last name, first name, last four numbers of the veteran’s social security number, invoice number, purchase order number, description, HCPCS (V2100 SV, V2200 Bifocal and V2300 Trifocal), shipping date, and total price for each complete product and total price for all transactions.

3. A properly completed individual itemized invoice/order for each complete product for each veteran billed for the month (if the veteran receives more than one product, separate invoices shall be included for each complete product delivered).

d. The contractor must be capable of submitting invoices via electronic encryption transmission, in an excel format to the appropriate VAMC and/or centralized Prosthetics Purchasing Department as specified.

e. The Vendor I.D. Number assigned to the contractor by the VADPC in Austin, TX for the Remit-To address is necessary to ensure prompt processing of payments.

1. The billing processing method of payment is the GPC and the contractor must be Level II billing capable and able to accept the credit card for payment. If this involves additional equipment or computers this will be at the contractor’s expense. The Government issued purchase order number shall be inserted in the vendor purchase order block.

2. Any billing discrepancies shall be addressed with the contractor for resolution within 15 business days from the receipt of the comprehensive bill.

3. The VA may dispute a charge if an invoice has not been received and/or the veteran did not receive the eyeglasses. If VA disputes a charge, that charge will be deducted from the invoice amount to be paid and the contractor notified accordingly. The invoice must consist of fabrication and dispensing. Therefore, the contractor may provide proof of shipment of eyeglasses with a proper invoice listed above. Payment can be made only after certification from the COR or designee that the prices billed are correct.

4. In using the GPC, a credit card receipt with the invoice and signed acceptance receipt must be forwarded to the appropriate VA facility as soon as the transaction has been completed in accordance with GPC guidelines and time frames. In those instances when the eyeglasses are shipped to the facility, the GPC shall not be charged until the eyeglass pair(s) are delivered and accepted at the facility and picked up by the patient. In those instances where there are delays in the patient picking up the eyeglasses, the contractor may charge the Purchase Card after three attempts to contact the patient for pickup, in accordance with SON para.8.3,o. No VA purchase card information should be transmitted back to a patient on any documents with the eyeglass pairs for information security.

f. VA Prosthetic and Sensory Aids Service (PSAS) may elect to move away from the use of individual GPC orders and implement 4-Sight, a business solution that promotes standardization of procurement of eyeglasses for veterans by using data to perform automation actions and process payments. 4-Sight is capable of decreasing the amount of open eyeglass orders and reducing the processing time associated with eyeglass ordering. The practice uses an Excel macro to automate the eyeglass-ordering process, increasing the number of consults closed. If PSAS chooses to implement 4-Sight, a bilateral modification will be completed by the CO.

10. CONTRACT ADMINISTRATION DATA:

10.1 Under this contract, the CO is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment will be made in contract price to cover any increase in costs incurred as a result thereof.

10.2 Representative of contracting officer in accordance with VAAR 852.270-1: The CO reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee’s authority.

11. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contractor employees and subcontractors working with sensitive VA information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same type of data or information. These personnel shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the prime contractor will be responsible for the actions of those individuals they provide to perform work for VA.

a. Position Sensitivity - The position sensitivity shall be as designated by the VA Sponsor or COR assigned to the contract. Most investigations required are Low Risk although some key positions may be designated at higher levels.

The risk level designations for public trust positions and the corresponding background investigation levels are defined in VA Directive 0710.

b. Performance - Contract performance shall not commence prior to confirmation from the SIC that the investigative documents have been submitted. The VA Security and Investigation Center (SIC) will notify the VA Contracting Officer, VA Sponsor (COR), and the contractor upon receipt of the appropriate investigative documents.

c. Contractor Responsibilities - The contractor shall complete the required documents for each individual and provide a copy to the COR and the contracting officer within five business days of contract award. The information is necessary for the contracting officer or designee to initiate the investigation with the VA SIC in a Contractor Request Database (CRD). Email contact information must be provided for the prime contractor point of contact responsible for ensuring completion of this contract requirement. Failure to provide this information to the COR could result in the forms being returned by the SIC.

i. Patient education on the proper care and maintenance of the eyeglasses and what the patient should do in the event of a problem will be documented by the optician. Upon award, any handout for patients would be developed with the contractor and VA, with the facility COR and VA Eye Care staff having final approval.

ii. All contract opticians will have access to Patient Healthcare Information (PHI) and to the VA Information System (VISTA) and shall be required to submit information for a Background Investigation and security clearance. The contract optician will be required to attend and complete mandatory VA training in VHA safety and security principles, and any other applicable directives, on an annual basis. The requirements are outlined in this SON.

d. The contractor shall submit or have their employees submit directly to the VA SIC the necessary forms as instructed via an email from the CRD relative to the level of background investigation requested. Contractors shall be informed of due dates to complete all portions of the investigative package. Reminder notifications will be sent if the complete package is not submitted by the due date. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language. The contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 or 85P may result in the SIC rejecting the documentation for investigation.

The SIC provides a help desk and necessary forms via the VA forms web site, http://www.va.gov/vaforms/search_action.asp:

Contractor shall submit the following required forms to the VA Office of Security and Law Enforcement within 30 calendar days of receipt:

a. Standard Form 85P, Questionnaire for Public Trust Positions

b. Standard Form 85P-S, Supplemental Questionnaire for Selected Positions

c. VA Form 0710, Authority for Release of Information Form

d. Optional Form 306, Declaration for Federal Employment

e. Optional Form 612, Optional Application for Federal Employment

f. FFD258 U.S. Department of Justice Fingerprint Applicant Chart Contractors who have a current favorable background investigation conducted by another Federal agency may be accepted through reciprocation. Members of the SIC staff will coordinate verification of existing favorable background investigations.

The contractor shall bear the expense of obtaining background investigations. The contractor shall reimburse the VA within 30 calendar days when billed by the VA.

Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

e. Government Responsibilities: Fiscal services for each VA facility will coordinate the invoices from VA Security on investigations and bill the contractor. In these instances, the contractor will reimburse the VA facility within 30 calendar days. A bill of collection will be prepared by the VA and forwarded to the contractor for payment.

Low Risk (NACI) - $267 – National Agency Check with Written Inquiries. The case is only open for 30 calendar days except in rare occasions when something in the person’s background requires an extension.

Moderate Risk (MBI) - $952– Minimum Background Investigation (moderate levels of public trust: e.g., access to facilities or sensitive data) The case has no set amount of time and is done by an actual investigator. We have seen them come back in 45 calendar days or take as long as six months depending on the background of the subject.

High Risk (BI) - $3,998– Background Investigation (high public trust: e.g., access to mission critical data or patients) The case has no set amount of time and is done by an actual investigator. We have seen them come back in 60 calendar days and take as long as a year depending on the background of the subject. The year time frame is rare.

12. INCORPORATION OF OIG STATEMENT:

The following statement is applicable to contractor dispensing opticians. OIG STATEMENT:

“Providers and contracting entities have an affirmative duty to check the program exclusion status of individuals and entities prior to entering into employment or contractual relationships or run the risk of civil monetary penalties (CMP) liability if they fail to do so.” The contractor shall provide a signed annual report to the COR stating that each individual or entity under this contract has been checked against the Office of Inspector General (OIG) List of Excluded Individuals/Entities Office of Inspector General Government Oversight | U.S. Department of Health and Human Services and the contractor found no individual or entity had been excluded from participation in Medicare, Medicaid and other Federal health care programs. The report will be due each year on the renewal date of the contract.

13. INCORPORATION OF STATEMENT OF COMMITMENT AND UNDERSTANDING:

The following contract statement is applicable to all contractor personnel. STATEMENT OF COMMITMENT AND UNDERSTANDING The contractor shall complete the attached training and certify completion of the training and understanding of their commitment to protect sensitive VA information obtained as a result of performance of this contract.

14. INCORPORATION OF JOINT COMMISSION ON ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JOINT COMMISSION), CMS AND OTHER SPECIAL REQUIREMENTS:

The following is applicable to the dispensing opticians.

JOINT COMMISSION ON ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JCAHO), CENTERS FOR MEDICARE & MEDICAID SERVICES (CMS) AND OTHER SPECIAL REQUIREMENTS Where the contract does not require Joint Commission accreditation or other regulatory requirements regarding worker competency, the contractor must perform the required work in accordance with Joint Commission and CMS standards. The contractor must demonstrate that he/she has met or exceeded Joint Commission and CMS requirements. The contractor is required to develop and maintain the following documents for each contractor employee working on the contract: credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations, as appropriate.); a current performance evaluation supporting ability of the contractor employee to successfully perform the work required in this contract; and listing of relevant continuing education for the last two years. The contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the COR, or upon request, for each contractor employee working on the contract.

The contractor will be responsible to ensure that contractor employees providing work on this contract are fully trained (for opticians: certified by the appropriate certifying body) and completely competent to perform the required work.

The contractor is required to maintain records that document competence/performance level of the contractor employees who participate in this contract are in accordance with Joint Commission, CMS and other regulatory body requirements. The contractor will provide a current copy of the competence assessment checklist and annual performance evaluation to the COR for each contractor employee working on this contract.

When changes in contractor personnel are approved in accordance with the “Key Personnel” clause of the contract, the contractor must provide evidence of orientation, the current competence assessment, and current performance evaluation that supports the above.

Where the contract does not require Joint Commission accreditation or other regulatory body requirements, the contractor must perform the required work in accordance with Joint Commission and CMS standards. A copy of these standards may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd., Oakbrook Terrace, IL 60181.

The websites for Joint Commission and CMS are:

http://www.jointcommission.org/Standards/; http://www.cms.hhs.gov/

15. SPECIAL CONTRACT REQUIREMENTS:

Key Personnel and Temporary Emergency Substitutions - The contractor shall assign to this contract the following key personnel: all individuals providing supplies and services to VA Beneficiaries and for whom information about education and training is required to be submitted and maintained as a part of the contracted employees required documentation.

Personnel assigned by the contractor to perform the dispensing optician services covered by this contract shall be licensed in the State, Territory or Commonwealth of performance and meet the professional qualification criteria of VA in accordance with VHA Handbook 1105.2 (see Sect 8.2). The qualifications of such personnel shall also be subject to review by VA Chief of Staff and approval by VA Facility Director.

The CO and COR shall be notified in writing (either electronically of by hard copy) after award a listing of the key personnel assigned at the main vendor location…