VISN 8 RFP 36C24823R0045 - AS OF 09-12-24.pdf

PAGE 1 OF 85 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 9/12/2024

Cynthia Gregg (813)970-2172 10/14/2024

11:00 AM EST

Department of Veterans Affairs VISN 8 Network Contracting Activity 8875 Hidden River Pkwy Suite 160A

Tampa Florida 33637

X 100

X

339115

1000 Employees

Net 30

N/A

X

As directed by individual orders.

See the Statement of Work

VISN 8 Network Contracting Activity 8875 Hidden River Pkwy

Tampa, Florida 33637

Financial Services Center P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The purpose of this requirement is to procure eyeglass manufacturing services for the VISN 8 facilities.

Period of Performance:

Base Year: 03/01/2025 – 02/28/2026 Option Year 1: 03/01/2026 – 02/28/2027 Option Year 2: 03/01/2027 – 02/28/2028 Option Year 3: 03/01/2028 – 02/28/2029 Option Year 4: 03/01/2029 – 02/28/2030

See CONTINUATION Page

X X

X 1

36C24823R0045

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

C.8 VAAR 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023)

(DEVIATION)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.11 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.12 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.13 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.14 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

C.16 MANDATORY WRITTEN DISCLOSURES

C.17 VAAR 852.211-76 LIQUIDATED DAMAGES - REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS

AFFAIRS VETERANS HEALTH ADMINISTRATION, VISN 8, AND

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

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:

Name: _____________________________________________

Address: ____________________________________________

City/State/Zip: ________________________________________

TAX ID #: ___________________

UEI #: ____________________

Point of Contact: _______________________________________

E-Mail: _______________________________________________

Phone Number: _________________________________

Fax Number: ___________________________________

b. GOVERNMENT: Contracting Officer 36C248

Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy, Suite 160A Tampa, FL 33637

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Per Order Prosthetics Purchase Card

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.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows (Offerors must sign and return this amendment in order to be eligible for award):

AMENDMENT NO DATE

0001 – Close Extension 03/01/2022 0002 – Q&A and SON Changes 03/03/2023 0003 - Added the Q&A Document 03/03/2023 0004 – Add Additional Q&A and Update of Documents 03/15/2023 0005 – Due Date Extension 03/15/2023 0006 – Q&A and Date Extension 03/24/2023 0007 – Pricing Change 03/28/2023 0008 – Removal of Cost and Pricing from RFP 03/30/2023 0009 – Solicitation and Price Schedule Revision 09/12/2024

B.2 STATEMENT OF WORK

VISN 8 PRESCRIPTION EYEGLASS MANUFACTURING SERVICES

1. GENERAL:

1.1. SCOPE: The Department of Veterans Affairs (VA) has an ongoing program to provide prescription eyeglasses (both dress and safety) to eligible Veterans. The Contractor is to provide prescription eyeglass manufacturing services according to contract specification for beneficiaries at the sites of care and their entire support areas (including outpatient clinics) within VA Veterans Integrated Service Network 8 (VISN 8). The contract is intended for use by all VA Health Care Systems, medical centers, and outpatient clinics within VISN 8. Each VISN 8 location is responsible for ordering and payment for their site.

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

1.2. PERIOD OF PERFORMANCE: The contract will include a base year and four one-year option periods. VA will allow the successor contractor, if there is a successor contractor, up to 60 calendar days after contract award for the successor contractor to ramp up or transition in.

1.3. VISN 8 PROSTHETIC AND SENSORY AID SERVICE (PSAS) SITE LISTING:

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, 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

1.4. DEFINITIONS/ACRONYMS:

1.4.1. ACO – Administrative Contracting Officer

1.4.2. ABO – American Board of Opticianry

1.4.3. ANSI – American National Standards Institute

1.4.4. AQL – Acceptable Quality Level

1.4.5. BAA – Business Associate Agreement

1.4.6. CDR – Contract Discrepancy Report

1.4.7. CEU – Continuing Education Unit

1.4.8. CFR – Code of Federal Regulations

1.4.9. CME – Continuing Medical Education

1.4.10. CO – Contracting Officer

1.4.11. COR – Contracting Officer Representative

1.4.12. CPARS – Contractor Performance Assessment Reporting System

1.4.13. CPRS – Computerized Patient Record System (VA’s current electronic health record)

1.4.14. EHR – Electronic Health Record

1.4.15. ETA – Estimated Time of Arrival

1.4.16. FDA – Food and Drug Administration

1.4.17. FY – Fiscal Year

1.4.18. HHS – Department of Health and Human Services

1.4.19. HIPAA – Health Insurance Portability and Accountability Act

1.4.20. IDIQ – Indefinite Quantity Indefinite Delivery

1.4.21. ISO – Information Security Officer

1.4.22. LIN – Line Item Number

1.4.23. OIG – Office of Inspector General

1.4.24. PD – Pupillary Distance

1.4.25. PHI – Protected Health Information

1.4.26. PKI – Public Key Infrastructure

1.4.27. PO – Purchase Order

1.4.28. PSAS – Prosthetic Sensory Aid Service

1.4.29. QASP – Quality Assurance Surveillance Plan

1.4.30. SOW – Statement of Work

1.4.31. UV – Ultraviolet

1.4.32. VA – Department of Veterans Affairs

1.4.33. VAMC – Veterans Affairs Medical Center

1.4.34. VISN – Veterans Integrated Service Network

2. CONTRACTOR RESPONSIBILITIES:

2.1. PRESCRIPTION EYEGLASSES:

2.1.1. LENSES: Contractor shall not use premium progressive lenses or premium photochromatic lenses, described below in Section 2.1.1.5 (Premium Progressive Lenses) and 2.1.1.6 (Photochromatic Lenses), where the non-premium product meets clinical needs as specified by the Clinical Provider. Premium progressive lenses and premium photochromatic lenses can only be used in those instances where the non-premium product does not meet clinical needs as specified by the Clinical Provider and the premium product is included in the contract as a line item. In addition, if the VA determines it is necessary for contract administrative purposes, the VA may enact a policy requiring the Contractor to first receive written authorization from the COR before completing any order with a premium progressive lens or brand name photochromatic lens. If the pre-authorization policy is enacted, pre-authorization would be required before VA will pay for such an order.

All dress lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of “American National Standards for Ophthalmic Lenses – Recommendation” ANSI Z80.1 or the latest edition. All safety lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of “American National Standards for Ophthalmic Lenses – Recommendation” ANSI Z87.1 or the latest edition. All ophthalmic lenses shall be in accordance with Food and Drug (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. All plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form unless positive cylinder form is specified for the order. All lenses shall be UV Coated and scratch resistant at no charge to the government. All Ophthalmic lenses shall contain ultraviolet treatment and, or coating to protect against harmful UV sunrays that can accelerate the development of cataracts and macular degeneration.

2.1.1.1. Single Vision Lenses – Lenses shall be available in glass, plastic, polycarbonate, high-index, and Trivex materials with refraction values up to and equal to 1.60 to

1.74. Photochromatic and Blue Filter lenses must also be available. Construction of single-vision lenses shall include spheres and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA.

2.1.1.2. Bifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, high-index, and Trivex materials with refraction values up to and equal to 1.60 to 1.74.

Photochromatic and Blue filter lenses must also be available. Construction of bifocal lenses shall include spheres and sphero-cylinders in all powers. Add +0.75 to +4.00D.

Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA.

2.1.1.3. Trifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, high-index, and Trivex materials with refraction values up to and equal to 1.60 to 1.74.

Photochromatic and Blue filter lenses must also be available. Construction of trifocal lenses shall include spheres, plano-cylinders and sphero-cylinders in all powers. Add +1.00 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blank lenses shall be available. Note: prism up to 6-diopters is at no charge to VA.

2.1.1.4. Progressive Lenses – Brand Name or equal to Image, Solamax, Navigator or

Navigator Short. In house Free Form designs are acceptable. “Or equal” progressive lenses must meet or exceed the following salient characteristics:

Lenses shall be available in a variety of materials, including but not limited to plastic, CR-39, polycarbonate, and high index, with refraction values up to and equal to 1.60 to 1.74.

Lenses shall encompass fitting height parameters of 15mm up to =/- 30mm.

The progressive lines styles/layouts shall be the same for all materials.

Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available.

Construction of progressive lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add powers of +1.00 to +4.00 shall be available.

Lenses must be compatible with anti-reflective coatings, tints, and must include scratch resistant coating.

Progressive style shall be considered “Soft” in design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift.

2.1.1.5. Premium Progressive Lenses – The VA will provide the standard Progressive Lenses at no cost to the Veteran as described in 2.1.1.4 (Progressive Lenses). The VA will pay, if prescribed and specified by the provider with an appropriate medical justification, for Premium Progressive Lenses, which will be the brand name or equal to Varilux. Reference the restrictions described above in section 2.1.1 (Lenses). The Contractor shall provide the most up-to-date current technology, such as digitally ground and wavefront design that is the current standard. “Or equal” items must meet or exceed the following salient characteristics:

Lenses shall be available in a variety of materials, including but not limited to glass, CR-39, polycarbonate, and high index with refraction values from 1.60 to 1.74.

Lenses shall encompass fitting height parameters of 15mm up to =/- 30mm.

Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 4.1.1.6 for additional requirements related to photochromatic lenses.

Construction of lenses shall include spheres and sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available.

Lenses must be compatible with anti-reflective coatings, tints, and must include scratch resistant coating.

Soft design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift.

Framed lenses and oversized blanks shall be available. All lenses shall be placed in frames unless otherwise requested.

2.1.1.6. Photochromatic Lenses – The Contractor shall provide photochromatic lenses that meet the requirements below. Furthermore, if specifically required by the provider, the Contractor shall provide premium brand-name photochromatic lenses that are Transitions Signature, Transitions XTRActive, Transitions Vantage, and sun wear options including but not limited to Transitions Drivewear or a premium brand name equal to those listed above. Reference the restrictions described above in section 2.1.1 (Lenses). Items must meet or exceed the following salient characteristics:

Lenses shall be available in a variety of materials, including but not limited to CR-39, polycarbonate, and high index with refraction values from 1.56 to 1.74.

A variety of lenses shall be available to fit all included eyeglass frames.

Lenses shall provide a broad spectrum of coverage to work with nearly all prescriptions including single vision, bifocals, multifocal, and progressive lenses.

Lenses must block 100% of UVA and UVB rays.

Lenses must be able to be worn indoors or outdoors all day, with indoor clarity that is virtually clear.

Photochromic lenses shall have color options of gray and brown, with other colors such as green or amber offered if available by lens manufacturer.

Note: The VA will pay for Photochromatic Lenses if prescribed and specified by the VA provider with an appropriate documented medical justification in CPRS.

2.1.1.7. Special Design Lenses – The contractor shall provide special lens design in opaque, frosted (fog) or black-out, prism, roll and polish, balanced lens, oversized lenses, slab off prism, solid/gradient tinted (all colors) lenses, anti-reflective coating (A/R) coating, Photochromic lenses (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, cataract lens, high powered, safety lenses, and executive style.

2.1.2. FRAMES: All dress frames shall be provided in accordance with the current edition of the “American National Standard Requirements for Dress Ophthalmic Frames” ANSI Z80.5 or latest edition. Safety Frames must meet the American National Standard for Occupational and Educational Eye and Face Protection, Z87.1 standards, or latest edition. All frames offered by the Contractor shall be new and not discontinued models.

The Contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. An eyeglass case (sliding style or snap style at the discretion of the beneficiary) shall be provided at no additional cost to the Government with each pair of eyeglasses furnished.

All Frames must be light in weight and maintain durability and strength. The styles must be fashionable and consistent with what is available at retail eyeglass stores. Spring hinges must have a smooth and consistent action that does not wear over time, with friction that is consistent throughout the entire range of motion.

If the manufacturer discontinues a frame during the contract period, the contractor shall provide the Contracting Officer with an approved substitute frame within two (2) working days. All frames offered by the contractor shall be listed in either Frames/fax or frame catalogs and not be on any discontinued models.

2.1.2.1. REQUIREMENTS FOR METAL FRAMES:

2.1.2.1.1. The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free.

2.1.2.1.2. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won’t tarnish or discolor over time.

2.1.2.1.3. Utilize nose pads that comfortably “grip” the skin and prevent slippage of the glasses.

2.1.2.1.4. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear.

2.1.2.1.5. A selection of several Stainless-Steel contract frames should be available for patients with metal allergies.

2.1.2.1.6. Titanium frames should be available upon request for allergy purposes only when no other frame can meet the needs of the veteran.

2.1.2.2. REQUIREMENTS FOR PLASTIC FRAMES:

2.1.2.2.1. Hinges are securely attached to the front of the frame and to temples. All edges are smooth and hazard-free. The frame is solidly constructed and able to withstand wear and tear versus flimsy which will easily break under pressure. The color or pattern is uniform and balanced throughout the entire frame. The finish is smooth, rich in color, and does not peel over time.

2.1.2.2.2. After a few simple adjustments, the frame should feel comfortable when being worn. The bridge should rest comfortably on the nose and not pinch.

Temples should be able to be easily extended to gently curve around the ear.

2.1.2.3. REQUIREMENTS FOR SAFETY FRAMES:

2.1.2.3.1. Lenses must be in a frame marked "Z87-2+" to qualify as safety glasses that are compliant with the ANSI Z87.1-2010 standard.

2.1.2.3.2. The frames must have detachable side shields for safety marked Z87 indicating impact rating.

2.1.2.3.3. Lenses must be made of polycarbonate and must carry the manufacturer's marking in upper/outer corner of lens, followed by a "+" sign indicating the lenses are impact rated.

2.1.2.4. PRIVATELY OWNED FRAMES: Privately owned frames may be submitted to the Contractor for new lenses. Charges for lenses only shall be in accordance with the Schedule of Supplies/Services. Contractor is responsible for replacing with like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary.

2.1.3. Verification of prescription and delivery to the veteran or VA shall be documented and available to VA as requested. 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 prescriber. All items provided by the Contractor shall be new. The Government will use CPRS Prosthetics Eyeglass Consult, Prescription and Authorization for Eyeglasses, to place orders with the Contractor.

2.1.4. QUALITY CONTROL & FINAL INSPECTION CHECK: The Contractor must have robust internal quality control and final inspection processes in place that are routinely monitored and ensure only quality eyeglasses are shipped. The Contractor must ensure that the final inspection is completed by staff empowered to make all adjustments, perform corrections, or require a remake before shipping the glasses to ensure all requirements are met. Each pair of eyeglasses will have a notation on the packing slip that accompanies each shipped pair of eyeglasses. It will be initialed by the final inspector, noting that the eyeglasses received a final quality inspection. The final inspector will complete a checklist in the computer system that will enable tracking of who inspected the glasses, the date of inspection, and the patient. The documented final inspection check of each pair of eyeglasses will ensure that each pair meets ANSI standards, is well assembled, and is ready to be worn, barring any adjustments the Veteran may need to improve comfort. This includes the following:

2.1.4.1. Checking to be sure the correct frame ordered for the job has been pulled. This means not only the correct frame style but also the size and color. Also, be sure the frame actually matches the shape of the frame style ordered.

2.1.4.2. Ensuring the correct lenses for the job have been pulled i.e. single vision, bifocal, trifocal, progressives (including brand), and in the correct material such as Columbia Resin # 39 (CR39); polycarbonate, high index; etc.

2.1.4.3. Ensuring any tints requested are provided and at the requested level of tint darkness.

Verify tinted materials are used when requested, such as: transition, polarized, blue blocker, etc.

2.1.4.4. Ensuring that a lensometer (manual or automated) is used to check the power of the lenses and the axis, ensures prism is present if requested; ensures that pupillary distance (PD’s), segment height, base curves, and bevels are correct.

2.1.4.5. Checking job after mounted in frame ensuring that bevels fit properly in frame, segment alignments are correct, and lenses are secure in frame and cut to proper size.

2.1.4.6. Completing final inspection that includes a basic alignment of the glasses – standard 4-point touch and ensuring that all screws/fittings including nose pad screws are secure, unnecessary progressive markings taken off the glasses.

2.1.4.7. The Contractor will conduct a review of at least 5% of the eyeglasses that have passed final inspection each day and the results of this review will be retained and trended over time (monthly) along with the corrective actions taken. The results of this review process shall be shared with the VA quarterly.

2.1.4.8. The Contractor is required to provide the VA documentation each month for eyeglasses that need to be returned to the Contractor to due to quality problems.

(Prepared in the format set forth in Attachment D: Contract Deficiency Report)

2.1.5. SHIPPING: All orders for eyeglasses will be shipped in a manner that can be tracked.

Eyeglass should be inside a suitable soft or hard case, depending on veteran’s selection.

Safety glasses must be shipped in hard case that will accommodate glasses once side shields are attached whenever possible based on the size of the selected safety frame. If hard case is not possible due to size of safety glasses with side shields attached, a slip-in style case will be provided that can accommodate the glasses with the side shields attached.

2.1.6. ORDERS SHIPPING TO VAMC: Prior to shipping, a tag is to be placed around the eyeglasses with the Veterans last name and last four digits of the social security number.

Packing slip shall also be marked with the Veterans last name and last four digits of the social security number. The order number is an acceptable means of identification.

2.1.7. 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.

2.1.7.1. The Contractor shall process and ship all eyeglasses to the VA-requested destination within 5 business days after receipt of prescription/order issued by Government authorized personnel against the contract. The within 5 business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the government reserves the right to request expedited delivery. The contractor shall address emergent requests within one (1) business day. On such occasions the government will be responsible for actual additional shipping charges to accommodate the desired arrival date in the event of an emergency.

2.1.7.2. All eyeglasses shall be delivered as directed on the purchase order (to either the designated address of the Veteran or VA optical location) and delivery shall be made using a service that is able to track the parcel from pick-up to delivery. The Contractor shall notify the VA Medical Center optician and COR via encrypted email and show cause in the event the Contractor is unable to deliver the required items in accordance with the Government’s required delivery date.

2.1.7.3. The Contractor shall be responsible for informing the VA COR within one (1) business day of any eyeglass request deficiency such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, inability to reach the Government representative, payment delays or other issues. The Contractor’s failure to notify the VA COR will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the Contractor from delivering the terms within the time required under this contract. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the VA PSAS Central Processing Unit shall telephonically contact the Contractor and notify the Contractor of such a requirement. On such occasions, the government will be responsible for actual additional shipping charges.

2.1.8. VETERAN-PAID UPGRADES: For upgrades outside the scope of this contract that are not medically necessary and that are not included in the patient’s prescription, the Contractor shall offer Veteran beneficiaries the option to privately pay to upgrade their lenses to include items such as high index materials, premium progressive lens styles, anti-reflective coating, and photochromatic lenses. Payment must occur between the Veteran and the Contractor. The Veteran will contact the Contractor or their employees directly for any issues that they may have with the upgrades purchased. It is the sole responsibility of the Contractor to resolve any issues with Veteran purchased upgrades directly with the Veteran.

2.1.8.1. In addition to upgrading their lenses, veterans shall have the option to pay privately for a second pair of eyeglasses with the same prescription and frame as the VA-placed order.

2.1.8.2. The Contractor shall supply informational flyers to each VA Optical Shop with instructions about how to upgrade lenses for distribution to interested Veterans. The

Contractor must have a toll-free phone number available for Veterans to call with questions and receive timely responses. Informational flyers will be supplied to each VA Optical Shop throughout the contract's life at no expense to the Government and must remain available at all times. The Contractor shall also supply two (2) posters (24” x 36” or similar size) appropriately framed for immediate wall hanging and two

(2) desktop displays for each VA Optical Shop with the same information from the informational flyer. The informational flyers, posters, and desktop displays shall be supplied to the government at no expense.

2.1.9. SAMPLE KIT:

2.1.9.1. An approved sample kit shall be submitted to all participating VA Optical Shops at no additional cost to the government at least thirty (30) calendar days prior to the start of performance. Currently, an estimated twenty-four (24) sample kits are needed.

If/when additional sites are added, sample kits will be provided at no additional charge to the government. The frames included in the sample kit will allow for different eye sizes, temples, and colors. Approved frames must be provided in all available sizes and each available color must be represented in a frame catalog showing the colors available. For example, if a frame is available in five (5) sizes and three (3) colors, VA would need five (5) frames (one of each size) with each color represented once.

2.1.9.2. The kit shall contain at a minimum of 200 frame designs (80 men (to include 4 oversize, 2 short temple lengths, 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). Each frame shall be a unique style, including plastic, metal, and safety frames in a variety of colors. Oversize frames (size above 58) should be included in the sample kit. 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 within 30 days of the contract expiration date. New frames and case samples shall be provided with each contract renewal or if samples wear out or substitution needed to be made.

2.1.10. BACKORDER: If there is a backorder, the Contractor will communicate this information within one business day to the COR for each VISN 8 location. The communication will include the estimated time of arrival (ETA) so that a decision can be made as to how to proceed. The Contractor will provide follow-up electronic communication on the estimated date of arrival, indicating if the eyeglass frames are in or the latest ETA. The Contractor will continue to provide ongoing communication at each ETA point until the frame issue is resolved.

2.1.11. FRAME OUTAGE & DISCONTINUATIONS: In the event there is a frame outage or discontinuation, the Contractor will communicate this information within one business day from awareness to the COR for each VISN 8 location. The communication will indicate what frame is proposed to replace the discontinued/unavailable frame and shall include a picture of the proposed replacement and pertinent details such as available sizes and colors.

The VA will communicate an approval decision to the Contractor. Only VA-approved replacements/frame changes will be implemented. Upon receipt of approval from VA, the Contractor shall send the replacement frame to each VA optical shop within five business days so that the frame can be added to the display board. There will be no charge to provide these replacement frames to each VA optical shop.

2.1.12. WEEKLY CONTRACTOR COMMUNICATION: Every Monday by 10:00 AM

Eastern Time the Contractor will provide via e-mail to the COR for each VISN 8 location an Excel spreadsheet with three (3) tabs documenting: 1) an itemized list of all current frames (manufacturer/type/size) that can be requested by VISN 8, 2) an itemized list of the frames that have been placed on backorder and the estimated time of arrival (ETA), and 3) an itemized list of any frames that have been discontinued by the manufacturer so that the VA can ensure they have been removed from the display board. For each frame identified as discontinued the Contractor will identify the approved replacement that was supplied to VA. Changes that have been made since the prior week’s communication will be highlighted for attention.

2.1.13. REPAIR KIT: Contractor shall provide each participating facility a repair kit consisting of nose pads in a variety of types/materials and sizes, nose pad screws, eye wire hinge screws, nylon rimless cord, frame liner, temple covers, thread seeker screws, silicone strap bridges, eyeglass cleaner, cleaning cloths for use by VA, additional cases (soft and hard), shrink wrap, Loctite (or equivalent adhesive), cleaning and cloths to remove markings on progressive lenses, and the tools necessary for those repairs to contracted frames. The Contractor shall maintain repair kit tools and associated supplies necessary to complete those repairs onsite. Repair kits shall be restocked as needed at no additional cost to the Government.

2.1.14. DISPLAY RACK AND TRAY: Contractor shall provide each participating VA Optical

Shop the eyeglass samples in a tray along with wall display racks or rotating display stands as required and requested by VA optical locations to properly display the available inventory of frames that can be provided Veterans, at no expense to the Government. The Contractor will provide any related hardware that may be required to use these displays and the displays must be acceptable to VA. These items will be provided at no additional expense to the government at least 30 calendar days prior to the start of performance. The Contractor will provide replacement racks and hardware as requested by VA Optical Staff at no expense to the Government. The contractor will dispose of kits, display racks and trays at contract end.

Currently there are a total of 24 VA Optical Shops in VISN 8 each needing one sample kit per location for an estimated total of 24 sample kits. Display rack and trays including separate display boxes for titanium and certified safety frames acceptable to VA, along with sample kits of frames used in the contract, are to be supplied to each facility at no additional cost to the Government.

2.1.15. PATIENT INSTRUCTIONS: Contractor shall provide an insert with each pair of eyeglasses on how to care and clean eyeglasses and reference the VISN 8 optical addresses, phone numbers, etc. This insert will be reviewed and approved by the VISN 8 PSAS

Manager or designee with the understanding that it may be revised or updated as circumstances warrant.

2.1.15.1. In addition, if bifocals/progressives or photochromic lenses are provided the Contractor will include with each pair of eyeglasses the applicable instruction insert.

2.1.15.2. Contractor shall provide additional stock of all inserts to all VA Optical Shops at no additional cost to VA.

2.1.16. WARRANTY:

2.1.16.1. The Contractor warrants/guarantees all eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt of irrespective of whether the period of performance on the contract expires before this one-year date.

This includes any frames that may be discontinued during the course of the contract. If warranty work is required on eyeglasses that have a now discontinued frame, Contractor will be responsible for making the corrections even if it requires replacement of the lenses and any purchased add-ons into a current frame.

Manufacturer's warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and also enforced.

2.1.16.2. 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 or Veteran.

2.1.16.3. In the event eyeglasses need to be remade under this warranty provision, the Contractor will remake the glasses and ship to the VA facility or veteran within three business days of receipt of the defective glasses unless VA indicates it is an emergent need when the eyeglasses would need to be returned within 1-business day. In that event, the Contractor will be responsible for the overnight shipping charge.

2.1.17. RETURN PROCESS: The contractor will enable VA to enter in necessary return information into their vendor platform system and then, the ability to print the document for shipment to the contractor along with the eyeglasses. The VA will ship the glasses using a carrier that can track the shipment.

2.1.18. RECALLS, REMOVALS, REQUIRED ADJUSTMENTS, AND MODIFICATIONS:

The Contractor shall immediately notify the COR 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:

2.1.18.1. A complete item description and/or identification;

2.1.18.2. Administrative identification data including contract number, order numbers, and order dates;

2.1.18.3. Reasons for recall, removal, adjustment, or modification;

2.1.18.4. Instructions for appropriate corrective action; and

2.1.18.5. Alternative solution to minimize/eliminate delay in service.

2.1.19. CONTINGENCY PLAN AND SERVICE INTERRUPTION:

2.1.19.1. The Contractor must have a detailed contingency plan to meet contract requirements and continue manufacturing in the event of power outage, staffing shortage, natural disaster or other emergency situation curtailing or shutting down operations at primary manufacturing plant. The Contractor is responsible for alerting the COR for each VISN 8 location and CO as soon as known in the event there is a power outage, weather related problems, phone, or fax issues, etc.

2.1.19.2. In the event of Contractor service interruptions beyond the Contractor’s control (natural disaster, fire, mail shipment services, etc.), the Contractor shall immediately notify the COR for each VISN 8 location and CO. The Contractor will provide and effect an alternative solution in order to resume timely services within five business days, or within a longer time mutually agreed upon time by the Contractor and CO, in coordination with the COR for each VISN 8 location.

2.2. COMMUNICATION/CUSTOMER SERVICE: Throughout the term of the contract

Contractor staff will be readily available and answering telephones to address VA inquiries in a timely manner during normal business hours 8:00 AM to 4:30 PM (ET), Monday through Friday, excluding weekends and Federal holidays. Staffing will be adequate so that all calls or e-mails are answered or responded to not later than 1-hour after being placed by VA. It is the Contractor’s responsibility to monitor this and provide evidence of call responsiveness when requested by VA. Contractor management staff will be available via cell phone numbers to address any emergent issues on an immediate basis. Those numbers will be provided to the VA upon award.

2.3. ORDERING:

2.3.1. The Contractor shall have the capability to receive orders by secure electronic transmission via encrypted e-mail. The Contractor must have the capacity to utilize encrypted e-mail on its computer system for electronic communication of orders and patient information to and from VA ordering staff. The Contractor shall maintain a log of all work transmitted.

Mailing orders will only be used in the event of emergency due to power outages affecting email capabilities.

2.3.2. The ordering platform must allow delegated VA Ordering Officers to enter the purchase order number into each Veteran’s order, rather than sending purchase order and payment information via encrypted email or facsimile to the Contractor.

2.3.3. The ordering platform must be able to integrate:

2.3.3.1. The Opticians and VA personnel involved with order entry entering the prescription and related information.

2.3.3.2. The delegated VA Ordering Officers entering the purchase order number into each

Veteran’s order; and

2.3.3.3. The Contractor’s addition of any Veteran ordered upgrades. The Contractor shall be responsible for entering the upgrade information to the existing order within the ordering platform and ensuring that neither order timeliness nor billing accuracy or timeliness are negatively impacted.

2.3.4. VA Ordering Officers will send an encrypted email by close of business daily with Excel spreadsheets for each facility listing all orders placed for each facility that day.

3. GOVERNMENT RESPONSIBILITIES:

3.1. OVERSIGHT OF SERVICE/PERFORMANCE MONITORING:

3.1.1. CO RESPONSIBILITIES: The CO is the only person authorized to approve changes or modify any of the requirements of 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 any modification to include (but not limited to) terms affecting price, quantity, or quality of performance of this contract. The CO shall resolve complaints concerning Contractor’s provider relations with the Government employees or patients.

The CO is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the CO without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof. If contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services;

consultation or training for the contract staff to be provided by the VA; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

3.1.1.1. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is the final authority on validating complaints. In the event that the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

3.1.1.2. The Government reserves the right to refuse acceptance of Contractor, if personal or professional conduct jeopardizes patient care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The Contracting Officer and Contracting Officer Representative (COR) shall deal with issues raised concerning contract personnel’s conduct. The final arbiter on questions of acceptability is the Contracting Officer.

3.1.2. COR RESPONSIBILITIES: In accordance with VAAR 852.270-1, Representatives of Contracting Officers, the CO will designate representative(s) 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. A copy of the designation(s) will be provided to the Contractor upon award.

3.1.2.1. The COR shall be the VA official responsible for verifying contract compliance.

After contract award, any incidents of Contractor or Contractor’s provider noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. Any evidence of the Contractor's non-compliance shall be forwarded immediately to the Contracting Officer.

3.1.2.2. The COR will provide a list of all VA purchasing staff that will need access to the contractor's ordering system after award.

3.1.3. CONTRACT ADMINISTRATION: All contract administration functions will be retained by the VA. After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to the Contracting Officer.

4. SPECIAL CONTRACT REQUIREMENTS:

4.1. REPORTS AND DELIVERABLES: All reports containing patient information must be sent via encrypted email to the designated VA point of contact.

4.1.1. DAILY SHIPPING REPORT: The Contractor shall provide a shipping report daily prior to 12:00 PM with each VAMC on a separate tab to the COR. Reports shall be sorted alphabetically and shall include the following:

4.1.1.1. Shipping list that includes date shipped to Veteran beneficiary or VA facility and tracking information for the previous day.

4.1.1.2. Delivery confirmation (tracking information) when directly mailed to either VA facility or Veteran beneficiary address.

4.1.2. MONTHLY REPORTS: The Contractor shall submit the following reports to the VISN 8 Network Prosthetic Manager or designee by the 15th of each month. All reports must be approved by the VA prior to use.

4.1.2.1. Contractor Shipping Report: This report will itemize by VA facility and purchase order number each request received and show the date received by VA and the date of delivery to requested destination. The report will also, summarize the total number and percentage of request by facility and VISN that met delivery timeliness requirements. Data shall be organized by routine and specialty orders, as their delivery requirements vary.

4.1.2.2. Contractor Quality Report (2): One report will show by VA facility the # of eyeglass remakes that were required due to VA Prescriber error, Optician error, Contractor Lab error, to resolve customer satisfaction issue, lost in mail, and due to warranty issues.