RFP 36C24823R0045 03-30.docx

36C24823R0045

PAGE 1 OF

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.

UEI:

EFT:

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 WHICH 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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24823R0045 02/10/2023 CYNTHIA GREGG Cynthia.gregg@va.gov 813-972-2000 5270 03-31-2023 5:00

EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

X

339115 1000 Employees

N/A

As directed in individual orders As directed in individual orders As directed in individual orders As directed in individual orders As directed in individual orders

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 Contractor is to provide Prescription Eyeglasses and Website Ordering services.

(Section 4.2).

See Attachments A for Cost and Pricing Schedule and Section B.2.

frames (100) in all. See Statement of Need (SON) for complete description

Any/all task order awards resulting from this contract shall be subject to the Availability of funds.

Product Samples and Catalogue The offeror shall submit with their proposal, a sample product kit to be mailed to 8875 Hidden River Pkw, Tampa, FL 33637 Suite 160 33612 Suite 160 Attention to Cynthia Gregg Contracting Specialist and must be received prior to closing date of Solicitation.

Kit to include a minimum of one hundred (100) frames of differing styles and variety including (40) men’s, (40) women’s and (20) unisex in various color selections which will be required for evaluation a total of one hundred

See CONTINUATION Page

Table of Contents

STATEMENT OF NEED……………………………………………………………………….46

SECTION B - CONTINUATION OF SF 1449 BLOCKS

A.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Name: _____________________________________________

Address: ____________________________________________

City/State/Zip: ________________________________________

TAX ID #: ___________________

UEI #: ____________________

Point of Contact: _______________________________________

E-Mail: _______________________________________________

Phone Number: _________________________________

Fax Number: ___________________________________

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:

3. 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.

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

5. CONTRACT MODIFICATIONS:

The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

6. CONTRACTING OFFICER’S REPRESENTATIVE:

The Contractor shall be provided a copy of the letter of delegation authorizing the Contracting Officer’s Representative (COR) at the commencement of the term of this contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

7. CONTRACT PERFORMANCE:

Contractor shall be required to begin providing prescription eyeglasses under any contract awarded as a result of this solicitation beginning on the first date of the base period listed in the Schedule of Supplies/Services. Failure to understand the contract requirements shall not relieve the Contractor from performing in accordance within the strict meaning and intent of the specifications. The Government will not reimburse any costs not incorporated into the Contractor’s price.

B.1 PRICE/COST SCHEDULE

The contractor agrees to provide Prescription Eyeglasses services in accordance with the terms, conditions, and provisions stated herein at the prices specified in the Schedule of Supplies/Services.

The guaranteed minimum contract amount, including the base year and any option years exercised, is $10,000.00 and the maximum contract amount, including the base year and any option years exercised, shall not exceed $53,923,866.66 A task order shall be issued at the start of each performance period and orders will be placed by Prosthetic Representatives.

ESTIMATED QUANTITIES: The quantities listed in the Price Schedule below are annual estimates only and are not to be considered a minimum or maximum. The Government is not obligated to purchase any specified amount of services under this contract. But will be obligated to make payment for all services requested and received in the quantities and the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contact.

ORDERING PROCEDURES: Orders will be placed by Veteran’s Affairs Prescriptions/Purchase Orders will be submitted electronically by VA or Veterans via e-Fax, Fax, encrypted email, or website (for Veteran use only). The Purchase Order will provide frame selection and prescription and will serve as authorization for fabrication. Each individual order will describe the deliverables.

INVOICE: The invoice shall be sent to the ordering official (PSAS purchasing agent) electronically via PKI secure/encrypted email or facsimile as soon as the transaction (credit card charged) has been completed.

PAYMENT FOR WEEKLY INVOICING: shall be made in arrears, upon receipt of a properly prepared invoice referencing the items for which payment is due, contract number, delivery order number and purchase order number assigned. Payment will not be processed until a properly completed detailed invoice is received. Payment can be made only after certification from the COR or designee that the charges are correct.

AUTHORIZED USERS: Authorized Users refers to the clinical staff such as the PSAS purchasing agent or any other authorized medical professionals who are responsible for identifying the need of the patient and making the necessary recommendations in the form of a consult to the Prosthetics Department. The PSAS purchasing agent personnel will be responsible for creating the PO (Purchase Order) which is then submitted to the vendor.

B.1 COST/PRICE SCHEDULE

See Attachment 1 excel spreadsheet for fill in of pricing

B.2 DELIVERY SCHEDULE

130000 Bruce B Downs Blvd Tampa, Florida 33637

BASE YEAR WEB SERVICE

130000 Bruce B Downs Blvd Tampa, Florida 33637

OPTION YEAR 1

130000 Bruce B Downs Blvd Tampa, Florida 33637

OPTION YEAR 2

130000 Bruce B Downs Blvd Tampa, Florida 33637

OPTION YEAR 3

130000 Bruce B Downs Blvd Tampa, Florida 33637

OPTION YEAR 4

VISN 8 STATEMENT OF NEED

PRESCRIPTION EYEGLASSES

1. SCOPE:

1.1. The Department of Veterans Affairs (VA) has an ongoing program to provide prescription eyeglasses both dress and safety to include an option for Veterans to be able to select and submit their frame selection and measurements online via the offeror’s website once online services are available. The Offeror’s is to provide prescription eyeglasses according to contract specification for eligible beneficiaries of Veterans Integrated Service Network 8 (VISN 8).

Station 516:

· Bay Pines VA Healthcare System, 10000 Bay Pines Blvd., Bay Pines, FL 33744

· Bradenton CBOC, 5520 S.R. 64, Bradenton, FL 34208

· Lee County VA Healthcare Center, 2489 Diplomat Parkway East, Cape Coral, FL 33909 Station 546:

· Miami VAMC, 1201 NW 16th St., Miami, FL 33125

· Broward OPC, 9800 W. Commercial Blvd., Sunrise City, FL 33351

· Key West OPC, 1300 Douglas Circle. Bldg L-15, Key West, FL 33040

· Homestead CBOC, 950 Krome Ave. Suite 401, Homestead, FL 33030 Station 548:

· West Palm Beach VAMC, 7305 Military Trail, West Palm Beach, FL 33410 Station 573:

· North Florida/South Georgia Veterans Health System, Optometry Clinic/Optical Shop, 5533 SW 64th St., Gainesville, FL 32608

· Lake City VAMC, 619 S Marion Ave., Lake City, FL 32025

· Jacksonville OPC, 1536 North Jefferson St., Jacksonville, FL 32209

· The Villages OPC, 8900 SE 165th Mulberry Ln. Room 266, The Villages, FL 32162

· VA Specialty Clinic, 3307 SW 26th Ave., Ocala, FL 34471

· Tallahassee OPC, 2181 East Orange Ave., Tallahassee, FL 32311

· Future second Jacksonville OPC location, FY 2023

Station 672:

· VA Caribbean Healthcare System, San Juan Medical Center, #10 Casia St.

San Juan, Puerto Rico 00921-3201

· VA Ponce Outpatient Clinic, Paseo Del Veterano #1010, Ponce, PR 00716-2001

· VA Mayaguez Outpatient Clinic, 175 Algarrobo Ave., Mayaguez, PR 00682 Station 673:

· James A. Haley VAMC, 10770 N 46th St., Tampa, FL 33637

· New Port Richey (HBPC), 7347 Ridge Road, New Port Richey, FL 34668

Station 675:

· Orlando – Lake Nona VAMC, 13800 Veterans Way, Orlando, FL 32827

· Lake Baldwin OPC, 5201 Raymond St., Orlando, FL 32803

· Viera OPC, 2900 Veterans Way, Viera, FL 32940

· Daytona OPC, 551 National Health Drive, Daytona Beach, FL 32114

1.2. VA anticipates award of a single Requirements Contract on a fixed price (FP) basis from the solicitation for the above listed sites and their entire catchment areas within VISN 8.

1.3. 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.

2. GENERAL REQUIREMENTS:

All items provided by the contractor shall be new.

2.1. The offeror shall provide completely assembled eyeglass frames placed in standard alignment to include mounting of lenses unless otherwise requested.

2.2. The offeror shall fabricate all eyeglasses in strict conformance with the eyeglass prescription/consult 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.

2.3. The offeror 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.

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

2.5. The offeror 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 ten (10) business days of receipt of the defective glasses.

2.6. Ordering is done by the Prosthetic and Sensory Aids Service (PSAS) by individual ordering and payment processes. The number of patients covered by this contract is expected to fluctuate within VISN 8 dependent upon beneficiaries added or removed throughout the contract term. The volumes or amounts shown are estimates only.

2.7. The terms “patient”, “Veteran”, and “beneficiary” shall be considered interchangeable throughout this document.

2.8. No fabrication of eyeglasses shall begin prior to receiving a purchase order number from PSAS.

2.9. Web based secure billing and tracking portal: The vendor shall provide a web-based portal that would allow VA to track the status of each eyeglass order (fabrication and shipping and delivery confirmation) and to exchange/manage the billing and payment information. The portal shall have/show a log of all work transmitted via fax, email, and telephone..

2.10 The vendor’s should be ready to receive bulk orders and billing system from the 4sight software application.

2.11 Frame options on the website will match the VA-approved contract frames.

2.10 Offeror shall identify capabilities for online frame selection to include but not limited to, frames and lenses that can be fabricated using this option, virtual try on (VTO) technology so Veterans can get a visual of the glasses while viewing the website, and tools/ability for Veterans to measure their pupillary distance (PD).

2.11 Website should be accessible and usable regardless of the type of electronic device the Veteran uses to complete/submit their order e.g., cell phone, laptop, tablet etc.

2.12 Video and written instructions/guidance for frame selection, how to measure for PD and how to submit the frame, PD and prescription information online shall be made available on the website.

2.13 Offeror shall troubleshoot and resolve discrepancies for online orders and website issues within 24 hours after being notified of the issue.

2.14 VA shall not be liable for discrepancies in fabricated eyeglasses due to lack of adequate checks and balances that should have been built into the system. When glasses ordered from the website need to be remade due to offeror error/website limitations, the remade glasses will be provided at no cost to the government or Veteran.

2.15 The VA provider will determine and notify the Veteran if the eyeglass prescription is appropriate for online frame selection (per the offeror provided guidance). The VA provider will give the VA prescription number to the Veteran. The Veteran would use this number as an identifier, when they submit their frame selection and pupillary distance (PD) measurement via the website.

2.18 The offeror will use the VA prescription number to match the VA order to the Veteran patient.

2.19 The offeror shall provide a means to communicate the frame and PD information to the VA/contracted optician for any required updates to the web based secure ordering portal (section 2.7). PSAS shall send a purchase order/authorization list and a copy of the VA prescription to the offeror.

2.20 Fabrication shall not commence without proper authorization from VA.

3. LENSES:

All lenses shall be fabricated in strict conformance to the eyeglass prescription and American National Standards Institute (ANSI). All lenses shall be fabricated and provided in accordance with the current edition standards set forth in ANSI. 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. Ophthalmic lenses with cylinder power of less than l.5D may be fabricated in minus cylinder form. Polarized and transitional lenses shall be made available in gray and amber. All lenses shall include UV coating and scratch resistance coating, high powered, safety and executive.

Single Vision Lenses – 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). Construction of single vision lenses shall include spheres, Plano, plano-cylinders, and sphero-cylinders in all powers. Photochromatic lenses shall be available. Clear, framed lenses and oversized blanks shall be available at no extra cost.

3.1. Bifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, and hi- index (high index of 1.61 to 1.74 or higher and as indicated on the VA prescription). Construction of bifocal lenses shall include spheres, Plano- cylinders, and sphere-cylinders in all powers, and add between +0.50 to +4.00D. Photochromatic lenses shall be available. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in flattop (any segment width), executive and round segments, and polycarbonate with flattop segments available at no extra cost.

3.2. Trifocal Lenses – Lenses shall be available in plastic or polycarbonate and hi- index (high index of 1.61 to 1.74 or higher and as indicated on the VA prescription). Construction of trifocal lenses shall include spheres, Plano-cylinders, and sphere- cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Photochromatic lenses shall be available. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in flattop (any segment width), executive and round segments and polycarbonate with flattop segments available at no extra cost.

3.3. Progressive Lenses - Lenses shall be available in plastic, polycarbonate, and high index materials (high index of 1.61 to 1.74 or higher and as indicated on the VA prescription). Progressive lens style/layout shall be the same for all materials. Progressive style shall be considered “soft” in design. Wide-corridor progressives shall be made available when necessary (such as Varilux Comfort or equivalent). 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 government. Oversized blanks shall be available at no extra cost when needed.

3.4. Special Design Lenses - The contractor shall provide special lens design 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.), polarized, aspheric, specified by the Government on the prescription.

4. FRAMES:

All frames shall be provided new in accordance with the current edition of ANSI.

4.1. Frame variety: A variety of frames shall be made available for each participating facility/location. The style and variety of frames provided shall be a balance of modern and classic temple, eye, and bridge styles. Each frame shall be a unique style including plastic, metal, and safety frames in a variety of colors, half-eye frames in assorted sizes and colors in both plastic and metal to allow for different eye sizes, bridge sizes, temples, colors, etc. of the most popular styles. Frame selection shall include men, women, unisex, and each metal frame selection shall have both spring-hinge and adjustable nosepieces.

4.2. Sample frame and case sets: After contract award, the contractor shall provide sample frame and case sets and display cases to each optical shop within each medical center and/or applicable outpatient clinic (as stated above in Section 1.1) at no additional charge to the government and at a minimum of two-hundred (200) frames- 80 men (to include 4 oversize, 2 short temple length, 2 safety), 80 women (to include 4 oversize, 2 short temple lengths, 2 safety), 40 unisex (to include 4 oversize, 2 short temple lengths, 2 safety) and side shields. New frame samples shall be provided to the locations above in the indicated quantities after contract award. VA reserves the right to inspect the frame and case selection for any location at any time after contract award and during contract performance. Upon expiration of the contract the contractor shall collect the sample frames and cases used at the different sites at no additional cost to the government and within 30 days of the contract expiration date. New frame and case samples shall be provided with each contract renewal or if samples wear out or substitutions need to be made.

4.3. Frames on backorder: The expectation is that the contractor will monitor their stock and propose a substitute that is acceptable by VA in a timely manner to maintain the specified number of contract sample frames on display. If there is a backorder on any frame style, the contractor shall notify the participating facility COR within (1) one business day by telephone, email, or facsimile after receipt of the order. If the manufacturer discontinues a frame during the contract period, the contractor shall provide the VA with a VA approved substitute frame within 5 business days. All frames offered by the contractor shall be available on the display case, a written list/frame catalogs and shall not include any discontinued models. 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.

4.4. Cases (cushioned, open-end, hard, pocket, clip-on, etc.) and cleaning cloths shall be provided at no additional charge to the Government. It shall be the patient’s preference as to which type of case they prefer. VA approved contract frames and cases shall always be on display.

4.5. Eyeglass Care and Cleaning: Contractor shall provide written directions with each eyeglass order on how to care for and clean eyeglasses. A copy of the instruction shall be provided to the government for approval.

5. PRESCRIPTION AND PURCHASE ORDER SUBMISSION

Prescriptions/Purchase Orders will be submitted electronically by VA or Veterans via e-Fax, Fax, encrypted email, or website (for Veteran use only). The Purchase Order will typically provide frame selection and prescription and will serve as authorization for fabrication.

The offeror shall provide a secure website that meets VA privacy and security requirements (requirements to be provided) for Veterans to select their frames and submit their prescription directly to offeror for fabrication. Frame selection on the website (once available) will match the VA-approved contract frames. Website frame selection shall be phased in as determined by VA and the VA has sole discretion regarding when or if the website option will be expanded to other sites or terminated. Offer shall clearly identify capabilities for online frame selection to include but not limited to, frames and lenses that can be fabricated using this option. The VA provider will determine and notify the Veteran if the eyeglass prescription is appropriate for online frame selection (per the vendor provided guidance). The Veteran will be given the prescription number which will be used to submit their frame selection and prescription via the website to the vendor. Fabrication shall not commence without proper purchase order authorization from VA. Contractor will troubleshoot and resolve discrepancies for online orders and VA shall not be liable for such discrepancies. When glasses need to be remade, due to such issues/contractor error, the remade glasses will be provided at no cost to the government or veteran. Examples or types of error glasses made with incorrect frame, lenses cut too small therefore lenses fall out of frame, missing options, i.e., tint, transitions, etc.

Veteran instructions for Website: Video and written instructions/guidance for frame selection and prescription submission shall be available on the website and meet VA 508 compliance policy.

5.1. Frame options on the website will match the VA-approved contract frames.

5.2. Offeror shall identify capabilities for online frame selection to include but not limited to, frames and lenses that can be fabricated using this option, virtual try on (VTO) technology so Veterans can get a visual of the glasses while viewing the website, and tools/ability for Veterans to measure their pupillary distance (PD).

5.3. Website should be accessible and usable regardless of the type of electronic device the Veteran uses to complete/submit their order e.g., cell phone, laptop, tablet etc.

5.4. Video and written instructions/guidance for frame selection, how to measure for PD and how to submit the frame, PD and prescription information online shall be made available on the website.

5.5. Offeror shall troubleshoot and resolve discrepancies for online orders and website issues within 24 hours after being notified of the issue.

5.6. VA shall not be liable for discrepancies in fabricated eyeglasses due to lack of adequate checks and balances that should have been built into the system. When glasses ordered from the website need to be remade due to offeror error/website limitations, the remade glasses will be provided at no cost to the government or Veteran.

5.7. The VA provider will determine and notify the Veteran if the eyeglass prescription is appropriate for online frame selection (per the offeror provided guidance). The VA provider will give the VA prescription number to the Veteran. The Veteran would use this number as an identifier, when they submit their frame selection and pupillary distance (PD) measurement via the website.

5.8. The offeror will use the VA prescription number to match the VA order to the Veteran patient.

5.9. The offeror shall provide a means to communicate the frame and PD information to the VA/contracted optician for any required updates to the web based secure ordering portal (section 2.7). PSAS shall send a purchase order/authorization list and a copy of the VA prescription to the offeror.

5.10. Fabrication shall not commence without proper authorization from VA.

6. DELIVERY:

Contractor shall ship completed eyeglasses to the designated address of the veteran or to the ordering facility, as indicated on the VA ordering documents/authorization. All eyeglasses shall be delivered as directed on the purchase order and delivery shall be made using traceable means.

6.1. Eyeglasses shall be shipped to the designated address no later than ten (10) business days after the Contractor receives the authorization to fabricate. Required delivery time for completed eyeglasses shall be computed commencing on the date a corrected eyeglass prescription is received by the contractor.

6.2. Anti-reflective and specialty lens requests shall be shipped within fifteen (15) business days or less.

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. 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. The contractor shall respond within 1 business day to such request and expedited delivery shall be mutually agreed upon.

6.4. Verification of prescription and delivery to the veteran or VA shall be documented and provided to the VA each month delineating the delivery location (VA vs. Veteran). Any claims of non-receipt of delivery shall require the Contractor to respond to the VA with proof of shipment.

6.5. When glasses are mailed to a Veteran, a notice will be included with the eyeglasses informing the Veteran that they may bring the eyeglass to the optical shop for fitting and adjustment. Verbiage of the notice will be approved by the VA.

7. ADDITIONAL SPECIFICATIONS:

7.1 Automatic data processing: VA shall transmit prescription (Rx) and purchase order information via electronic means. Therefore, the contractor shall have the capability to receive Rx/purchase order information via Public Key Infrastructure (PKI) encrypted email, facsimile (fax) located in a secure location that is not open to the public or other VA approved electronic means. The fax machine shall be independent from the contractor’s established phone line and be capable of receiving faxed orders.

7.2 Purchase Order/ Rx Batching: VA shall submit all available orders to the contractor daily. 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.

7.3 Vendor Error/Correction: Eyeglasses shall be accurately fabricated in compliance with the VA prescription for online frame selection and in-person frame selection options. If the prescription is filled incorrectly by the contractor, the contractor shall make corrections at no additional cost to the Government. Errors made by the contractor in filling eyeglass prescriptions shall be corrected and shipped to designated location within ten (10) business days after notification from the requesting facility.

7.4 Government Error/Corrections: Contractor shall notify the prescribing VA within 1 business day of finding any errors the Contractor believes to be a prescription error made by the VA. In the event replacement glasses are necessary, VA will be responsible for the cost and delivery of any replacement eyeglasses required due to a prescription error made by VA.

7.5 Lost eyeglasses due to errors made by the Contractor shall be replaced at the contractor’s expense.

7.6 Warranty: The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of delivery. Contractor shall extend and provide to the Government any manufacturer’s warranties of eyeglass components that extend beyond the minimum one-year period. The contractor agrees to furnish without additional cost to the government, materials necessary to correct defects that were detected during the warranty period. This warranty does not apply to adjustments due to wear and tear of eyeglasses, adjustments required by beneficiaries or evidence of deliberate misuse or alteration by anyone other than the contractor.

7.7 Patient Survey: The Contractor shall provide a sample patient satisfaction survey (Attachment E). The contractor shall mail the survey and prepaid return envelope to each patient receiving an eyeglass order. The survey and prepaid return envelope may be included with the eyeglasses at the time of order delivery or a link to an electronic survey can be provided.

7.8 Recalls: The contractor shall immediately notify all affected CORs in the event of a product recall, removal, required adjustment, required modification or substitutions that are suggested or mandated by the contractor, distributor, manufacturer, or any regulatory or official agency. The information that shall be included in this notification includes:

7.8.1 A complete item description/identification.

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

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

7.8.4 Instructions for appropriate corrective action.

8. PAYMENT/BILLING/INVOICES:

Payment shall be made via individual Government Purchase Card (GPC) per purchase order and/or weekly invoice method depending on the preference of each VA facility.

8.1. Monthly Invoice/Payment Method

8.1.1 Invoices shall be sent weekly to the COR using Attachment C (Eyeglass Bill Sample). The contractor shall submit separate invoices for each participating facility for all eyeglasses rendered to the designated VA facility. Each VA facility shall provide a reference number which the contractor shall cite on the invoices. The Contractor shall submit two (2) documents with each invoice:

8.1.1.1 A single cover sheet (invoice) for the total amount owed for the week, which must include contractor’s name and address, invoice number, contract number, month of service and contract line-item number sub-totals and quantities.

8.1.1.2 A separate spreadsheet for each contract line-item number billed during the week. Spreadsheets must include VA refence number, veteran’s last name, first name, last four numbers of the veteran’s social security number, invoice number, brief description (for add-ons), HCPCS (V2100 SV, V2200 Bifocal and V2300 Trifocal), shipping date, cost and ordering facility. A sample of the format needed will be supplied to the Contractor (Attachment D).

8.1.2 Payment for weekly invoicing shall be made in arrears, upon receipt of a properly prepared invoice referencing the items for which payment is due, contract number, delivery order number and purchase order number assigned. Payment will not be processed until a properly completed detailed invoice is received. Payment can be made only after certification from the COR or designee that the charges are correct.

8.1.2.1 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.

8.1.3 VA shall be able to obtain the following information from the contractor’s web-based billing and tracking and portal at any given time:

· Work in progress

· Shipping List

· Number of eyeglasses returned due to lab error

· Average in-lab process time

· Breakage/Spoilage rate

8.2. Individual GPC Purchase Order Method

8.2.1. Invoice: The invoice shall be sent to the ordering official (PSAS purchasing agent) electronically via PKI secure/encrypted email or facsimile as soon as the transaction (credit card charged) has been completed. No VA purchase card information shall be transmitted back to a patient on any documents for information security reasons.

8.2.2. The contractor shall have level II billing capability and be able to accept the government credit card for payment. The Government issued purchase order number shall be included in the vendor purchase order block for both charges and credits.

8.2.3. 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 not be accepted, and VA dispute processes shall apply.

8.2.4. The secure web-based billing and tracking portal shall be capable of processing GPC orders to accommodate all assigned PSAS GPC users. The vendor shall not store/save GPC information.

9. REPORTS

9.1 Weekly Report: The Contractor will submit an itemized weekly statement for all eyeglass prescriptions filled, to the COR at each VA facility. A sample of the format will be supplied to the contractor. Contractor shall provide VA an individual itemized invoice/order for each eyeglass order upon request.

9.2 Quarterly Reports: The Contractor shall submit quarterly reports to the participating health facility with the following information:

9.1.1 Number of eyeglasses returned to Contractor due to lab error

9.1.2 Date of orders

9.1.3 Shipment dates of each order to VA and/or Veteran

9.1.4 VA error rates (number of orders in error VA submitted to the Contractor to be processed)

9.1.5 Contractor error rates (number of orders in error delivered to VA and/or Veteran)

9.1.6 Consolidated patient satisfaction report that will be based on the patient survey provided to VA beneficiaries by the Contractor. The report shall be sorted by VA facility and shall include individual responses, a cumulative report for responses for each question and a graph of the % of positive and negatives for each question (excel worksheet and PowerPoint).

9.1.7 The contractor shall provide the Accuracy of Eyeglass Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards) to the VA on a quarterly basis and/or upon request.

9.2 Semi-Annual Report: The Contractor shall submit to the Contracting Officer Representative (COR) semi-annual activity reports sorted by each medical center, with actual usage data and purchase activity, including totals of procurement dollars spent.

9.3 Annual Report: The contractor shall provide an annual breakdown of all items listed on the excel CLIN sheet (to be provided by the service after award)

9.4 After-emergency report: Contractor will provide this report as requested by COR.

10 EMERGENCY PREPAREDNESS

10.1 Contractor must have written emergency preparedness procedures to ensure provisions of this contract can be fulfilled to the maximum extent possible during hurricanes, pandemics, and other major emergencies or acts of God.

10.2 The Contractor must notify the COR immediately in the event of a disaster, natural or otherwise, that may affect the requirements covered under this contract.

11. PRICING SCHEDULE:

11.1 All quantities are listed as estimates only (see Attachment A – Eyeglass Cost and Pricing Schedule). 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.

12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) (Attachment C):

12.1 Performance standards define desired contractor performance. The VA performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

12.2 The VA shall use the standards below to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

12.3 Methods of QA Surveillance: Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this plan.

12.3.1 Periodic Inspection. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

12.3.2 User Survey. (Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.)

12.3.3 Validated User/Customer Complaints. (Relies on the patient to identify deficiencies, complaints are then investigated and validated.)

12.3.4 100% INSPECTION. (Evaluates all outcomes.)

12.3.5 Random Sampling. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases. Progress or status meetings. Analysis of contractor's reports.

12.3.6 Ratings: Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used as seen in section 23 for documented performance.

12.4 Documenting Performance:

12.4.1 When the COR determines formal written communication is required, the COR will prepare a Contract Deficiency Report (CDR) (Attachment F) and present it to the CO for review and issuance to the contractor.

12.4.2 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 VA. The VA will review the contractor's corrective action plan to determine acceptability.

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

12.4.3.1 Acceptable Performance: The VA will document positive performance.

12.4.3.2 Unacceptable performance: When unacceptable performance occurs, the COR will inform the contracting officer & the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR will document the discussion and place it in the COR file.

12.5 Frequency of Measurement:

12.5.1 Frequency of Measurement: During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

12.5.2 Frequency of Performance Assessment Meetings: The COR shall meet or have a conference call with the contractor minimally 120 days out from the end of the base or option year if performance is less than satisfactory and shall provide a written assessment.

13. CONTINUITY OF SERVICES

13.1 Transition of VA facilities to a new contract shall be done expeditiously and with mutually (Customer and Contractor) agreed upon goals and time frames within each implementation phase.

13.2 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.

14. NO VA DATA

The Software-as-a-Service (SaaS) product has no direct connections or interfaces to VA systems or network. Users consent to share their data (which may include Personally Identifiable Information [PII] and Protected Health Information [PHI]) directly with the SaaS provider. The SaaS provider shall have published terms and conditions for user consent. VA providers access data in a view-only mode, or with limited functionality per the user’s consent. All data processed by SaaS provider shall be owned by SaaS provider/user.

15. CONTRACT ADMINISTRATION DATA:

15.1 Under this contract, the contracting officer (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.

15.2 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.

16. SPECIAL CONTRACT REQUIREMENTS:

16.1 Confidentiality of Patient Records –The contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, contractor is a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the department, and not withstanding any other provisions of the sharing agreement, the contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. The records referred to above shall be and remain the property of VA and shall not be removed or transferred except in accordance with U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of Claimant’s Records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C.