36C24823R0045_4.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

POINT OF CONTACT*

Contracting Specialist Cynthia Gregg Cynthia.Gregg@va.gov 813-970-2172

PLACE OF PERFORMANCE

VAMC James A Haley VA Medical Center

13000 Bruce B Downs Blvd

Tampa Florida

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

This is an amendment to the RFP to post responses to the questions received. There have also been changes/updates made to the RFP based on some of the questions Please review for the changes.

Attached are the question and answers.

QUESTIONS AND ANSWERS

03/01/2023

1. On the cost price schedule there is a note that says the glasses can include Solid/ Gradient Tint, frosted, black out executive etc. Each of these add-ons will change/increase the cost and therefore the pricing being offered. Each section, single vision/Bifocal/Trifocal etc., only has space for the base eye glass fame + clear/optical lens not any of the ad on. How do we handle this in the pricing metric? Sec 0005 offers some add on pricing but does not address the section I’m questioning.

ANSWER: Note that page 50 of the RFP states that “all lenses shall include UV coating and scratch resistance coating at no additional cost to the government. Solid/gradient tint, balanced lenses, opaque, frosted (fog) or black-out, roll and polish, balanced lens, oversized lenses, high powered, safety lenses, and executive style shall be provided at no additional cost to the government when medically indicated on the VA prescription”.

2. This being our first solicitation in the field there are attachments such as Past Performance Questionnaire, Patient Satisfaction and Contract Deficiency that we can’t completely fill out. How do you suggest we handle these?

ANSWER: Since it is an unsigned PDF you can edit it which will allow for you to input information, or you send it to the company you wish to complete it and they will fill it in.

3. Do the 100 sample glasses need to be submitted with the solicitation or can those come in after the solicitation date?

ANSWER: They must be sent by the closing date so that they can be evaluated.

4. Can you confirm that the quantity estimates per each location are correct—there are a few irregularities in the existing estimates on the price schedule, especially with WPB:

· 0.05% of WPB glasses are expected to have prism—all other locations besides San Juan are expected to have 3-7% of glasses with prism

· The percentage of glasses with AR coating varies drastically between locations; WPB is 34% and NFSG is 27% compared to Bay Pines, Miami and Orlando which 1%, 2%, and 4%, respectively, of glasses are estimated to have AR coated lenses.

· The percentage of glasses with photochromic lenses varies drastically between locations; WPB is 29% and NFSG is 21% compared to Miami and San Juan which 5% and 3%, respectively, of glasses are estimated to have photochromic lenses

· 18% of WPB glasses are estimated to have polarized lenses, however, no more than 3% of glasses are estimated to have polarized lenses for any other location.

ANSWER: These are estimates and there will be changes based on provider prescriptions and Veteran’s medical needs. The same Veteran patients are not being seen at all locations therefore there are and will be differences in the prescriptions.

5. Do the photochromic lenses need be equivalent to Transitions Gen 8 or Gen 7?

ANSWER: “Per the RFP Para 3.5, Photochromic lenses (transitions or equivalent must darken immediately upon exposure to light and begin to fade back to clear as soon as UV rays are no longer present.)” Trademarked Generation 8 brand gets darker faster and returns to clear faster. Trademarked Generation 8 brand also gets darker outside than the Trademarked Generation 7 brand. As with everything in technology, products get better with newer generations. As technology changes, it is expected that the offeror will provide lenses in keeping with accepted prescribing practices. The Photochromic lenses must be comparable or similar to a Generation 8 trademarked brand.

6. Is there a minimum number of days from the date of award that the contractor must begin performance? Since there is a large amount of software integration that must take place (frame ordering website, billing system, etc.) a short ramp-up period to performance could be an unsurmountable barrier to entry for contractors other than the incumbent, thus giving the incumbent an unfair advantage.

ANSWER: It is expected the vendor will be ready to receive eyeglass orders and begin the fabrication process as of the contract award date. Performance in accordance with the QASP will begin no later than 30-days after contract award. Online/Website Frame selection system shall be in place in accordance with the RFP.

7. Are you able to provide quantity estimates for solid/gradient tinted glasses?

ANSWER: No, however the offeror may estimate less than 25% of the total eyeglass quantities for each facility.

8. Section B.3.5 states that the contractor is required to provide special lens design in prism, anti-reflective coating and photochromic lenses but goes on to state “these requirements will be specified by the Government on the prescription or order at no extra cost.” Please confirm that the contractor will be compensated for prism, anti-reflective coating, and photochromic lenses at the rate specified by the contractor per the price enumerated by the contractor in each respective CLIN.

ANSWER: There are CLINs for specific special lenses/add-ons under special lenses/add-ons A-F listed on B.1 Price/Cost Schedule that the Government will pay for. Note that page 50 of the RFP states that “all lenses shall include UV coating and scratch resistance coating at no additional cost to the government. Solid/gradient tint, balanced lenses, opaque, frosted (fog) or black-out, roll and polish, balanced lens, oversized lenses, high powered, safety lenses, and executive style shall be provided at no additional cost to the government when medically indicated on the VA prescription”.

9. The last paragraph of Section B.5 6 states “when glasses need to be remade, the remade glasses will be provided at no cost to the government or veteran.” Please confirm that this statement only refers to glasses that must be remade due to error by the contractor and that the government will compensate the contractor for remakes due to errors not made by the contractor.

ANSWER: “when eyeglasses need to be remade due to contractor error, the remade eyeglasses will be provided at no cost to the government or Veteran.” Examples: prescription, glasses made with incorrect frame, lenses cut too small therefore lenses fall out of frame, missing options, i.e., tint, transitions, etc.

10. Section B.5.3 states the website should be “accessible and useable regardless of the type of electronic device the Veteran uses to complete/submit their order”. Since the website is required to have virtual frame try-on and PD measurement capabilities, the ability to access and use these functions are dependent on the type of device the Veteran uses (namely a device camera) or the device’s software (many APIs are not compatible with users accessing them with outdated software). Will you please add language outlining requirements for the devices for which the website must be compatible?

ANSWER: “Accessible and useable regardless of the type of electronic device (cell phone, tablet, laptop, desktop) the Veteran uses to complete/submit their order” Pg 52

11. Will the VA allow for delivery by other means that USPS Priority Mail or other methods with the same delivery times as Priority Mail so long as the glasses are shipped with tracking information and are delivered in a timely fashion as outlined in Sections B.6.1 and B.6.2? Priority Mail is very expensive compared to alternatives such as USPS First Class which provides tracking as well as a short enough delivery window to ensure glasses are delivered on time.

ANSWER: Paragraph 6.3. All eyeglasses shall be shipped by USPS Priority Mail, or by any other method that will ensure delivery no later than the standard delivery times for USPS Priority Mail.

12. Section B.7.2 states “VA shall submit all available orders to the contractor daily”. Does this mean that the contractor will receive all orders within a day at once or will receive them on a rolling basis throughout each day?

ANSWER: Both

13. Per Section B.7.7, if the contractor includes a link to a patient satisfaction survey with every order, do they still have to also include a survey and prepaid envelope?

ANSWER: Yes

14. Please define “level II billing” as used in Section B.8.2.2, specifically with regards to the capabilities of level II billing.

ANSWER: Level II charge capabilities allows a vendor to enter the Purchase Order Number in the free text field. Without the Level II, the vendor is not able to include the PO number.

15. Will the contractor have the ability to sign a separate contract with the VCS for retail sales in VA dispensaries?

ANSWER: VA will not be involved with any VCS/VA contracts via/under this contract.

16. Will the contractor have the ability to allow Veterans to privately pay for upgrades to their glasses ordered on the website?

ANSWER: This is outside the scope of this contract.

17. What is the index of refraction required on all contract CLINs for high index (for example: 0001 c. Hi-Index)?

ANSWER: Para 3.1 “Lenses shall be available in plastic, polycarbonate or hi- index (high index of 1.61 to 1.74 or higher and as indicated on the VA prescription).

18. Will VA issue a new purchase order for all VA prescriber changes to a prescription, including instances when a patient is a non-adapt to progressive lenses? All other recent VISN solicitations have answered this question affirmatively.

ANSWER: Should a prescription change due to lack of adaptability issues; VA will issue a new purchase order and the vendor shall not bill the initial purchase order.

19. Will VA change all contractor time limit references from "hours" to business days, in order for the contractor to avoid performance issues where a response cannot be completed due to the VA being closed (for example, on a weekend or holiday)? (See references in paragraphs including but not limited to 5.5, 6.3 and 7.4).

ANSWER: pgs. 52 para 5.5 is a Veteran requirement regarding the website. The website should have capabilities to receive and resolve issues/feedback from Veterans. Para 6.3 amended to reflect 1 business day.

20. In reference to paragraph 6.3, can the contractor use any shipment method, as long as the delivery timeframes required in paragraphs 6.1 and 6.2 are met?

ANSWER: Para 6.3. All eyeglasses shall be shipped by USPS Priority Mail, or by any other method that will ensure delivery no later than the standard delivery times for USPS Priority Mail.

21. Paragraph 12 indicates that Attachment C is Performance Requirements. But it appears SAM has Attachment C as an Eyeglasses Bill Sample. Can you please clarify?

ANWSER: This has been corrected

22. How many past performance questionnaires are required to be submitted?

ANWSER: A minimum of three (3)

23. Section 4.1 states that all metal frames must have spring hinge. Some Veterans prefer frames without spring hinges. CA VA adjust this requirement to allow a variety of frames, giving Veterans more frame choices on contract?

ANSWER: Requirement remains as is

24. Section 4.2 states minimum requirements to be 80 men’s, 80 women’s, and 40 unisex frame styles, while subfactor 3 of the technical proposal on page 111 states that physical samples should be limited to 100—40 men’s, 40 women’s, and 20 unisex, but also points to section 4.2 for requirements. Are we to provide a minimum of 200 frame samples for the solicitation, or just 100 as states on page 111?

ANSWER: On page 111 Only 100 sample frames that meet the specifications/variety of frames (as outlined in the RFP) should be provided for the solicitation.

25. For the unit of measure on all “Lenses Only” CLINs, if the VA orders two lenses on one lens only order, would the vendor charge for each lens? Or would the charge be per pair?

ANSWER: The CLIN stipulates each. VA may order one lens or a pair depending on the eyeglass prescription.

26. Please clarify the SOFTWARE-AS-A-SERVICE (SaaS) ASSESSMENT, AUTHORIZATION, and CONTINUOUS MONITORING section of the solicitation, found on page 73. Our understanding is that the solicitation is asking the contractor to provide a virtual fitting website and mobile app as a user interface. The solicitation is not asking the contractor to provide a FedRAMP approved cloud-based infrastructure / network (SaaS), which would likely cost hundreds of thousands of dollars. FedRAMP approval is not a commercial requirement for virtual fitting websites or apps. Please clarify if the FedRAMP requirement only applies to any third-party cloud-based services that might be used in support of the contractor’s website / app.

ANSWER: You must be FedRAMP approved to be able to provide the virtual fitting website or apps. If you are not FedRAMP approved the initial cost should be calculated in the Base Year of the contract and documentation provided to show the cost breakdown for the process.

27. Please confirm the type of bifocal that is considered the contract bifocal in the price schedule (i.e. FT-28).

ANSWER: FT - 28 is the most common bifocal that should be provided unless otherwise specified on the order/prescription.

28. Please confirm the type of trifocal that is considered the contract trifocal in the price schedule (i.e. 7x28).

ANSWER: FT 7x28 is the most common trifocal that should be provided unless otherwise specified on the order/prescription.

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Amendment to a Previous Combined Solicitation