36C24919R0105-0001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

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

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 10-15-2019 90C Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway Suite 400 Murfreesboro

TN

37129 90C Department of Veterans Affairs Network Contracting Office - 9 1639 Medical Center Parkway Suite 400 Murfreesboro

TN

37129 To all Offerors/Bidders

36C24919R0105 10-15-2019

X x x x The purpose of this amendment is to provide a response to questions submitted to this solicitation. Please see attached questions and answers, SOW and instructions to offerors. All other terms and conditions remain unchanged. This solicitation will close 9:00 a.m., CT, October 28, 2019.

1. Do exhibits and / or attachments count toward the proposal page limitations? If so, please clarify how offerors should submit the licensing and qualifications documentation required by the solicitation, including the requirements in Evaluation Factor 2, Subfactor 1, on page 91.

Answer: No, exhibits and/or attachments does not count toward the proposal page limitation.

2. Sample Kit. Please confirm if a sample frame kit is required with the proposal.

Answer: In accordance with (IAW) SOW Section 2. Sample kits shall be provided prior to contract performance.

3. Page 17, section 2 mentions “One eyeglass case (gender specific) will be provided by the Contractor with each pair of eyeglasses furnished. Eyeglass cases shall be the sliding style or snap style.” Please confirm if cases are required to be hard or soft cases.

Answer: The Contractor may determine either type of eyeglass case; however, soft eyeglass cases are preferred.

4. In several places, the solicitation directs the Contractor to take an action within a set number of hours (some of those references are below). As written, the contractor might be unable to meet the contractual requirement, when the VA is closed for a weekend or Federal Holiday, through no fault of its own. Will the Government consider changing these (and any other similar) requirements to business days?

a. Page 21, section 6.7 mentions “The Contractor shall respond within 24 hours to such request and expedited delivery shall be mutually agreed upon.”

b. Page 22, section 6.10 mentions “If requested by the COR, the Contractor will need to provide the following information within 48 hours.”

c. Page 24, section 6.11 mentions “The Contracting Officer and COR shall be notified in writing (either electronically or by hard copy) at least 24 hours prior to any changes in key personnel and shall provide the certifications and credentialing as originally required on any proposed substitutions or changes in personnel.”

d. Page 26, section 9 states “If requested by the COR the Contractor will need to provide the following information within 48 hours.”

Answer: Changes to Section 6.7, 6.10, 6.11 and Section 9 will change from hours to business days.

B.3 STATEMENT OF WORK

1. SCOPE:

1.1 The Department of Veterans Affairs (VA) has an ongoing program to furnish eyeglasses to those Veterans that require them and are eligible for assistance within the Veterans Integrated Service Network (VISN) 9 Mid-South Healthcare Network.

1.2 VA anticipates award of one (1) Requirements on a firm fixed unit price basis from this solicitation for VISN 9. The contract will contain one (1) base period and four (4) renewable option years subject to availability of funds. The total duration of the contract will not exceed five (5) years.

Each VISN 9 VA Health Care System is responsible for ordering and payment for their site. A health care system-by-healthcare system listing is included in paragraph 1.4 VISN 9 Prosthetics & Sensory Aids Service (PSAS) Facility Addresses. Contractor to provide eyeglasses according to the contract specifications for beneficiaries of the Department of Veterans Affairs Centers in VISN 9 which presently consists of: Lexington, KY; Somerset, KY; Louisville, KY; Memphis, TN; Nonconnah, TN; Jackson, TN; Mountain Home, TN; Knoxville, TN; Nashville, TN; Murfreesboro, TN; Chattanooga, TN; and Clarksville, TN. VISN 9 furnishes an estimated 56,311 pairs of eyeglasses annually to eligible veterans.

Patient Volumes by Location on a daily basis.

1.3 DELIVERY:

The Contractor shall ship all items no later than seven (7) business days after receipt of prescription/order issued by Government authorized personnel against the contract. Delivery of eyeglasses shall be to the designated address of the veteran or contracted ordering facility, as indicated on the prescription/order issued by the Government (CPRS Electronic Prosthetics Eyeglass consult). All eyeglasses shall be shipped as directed on the purchase order and delivery shall be made using traceable means. The Contractor shall notify the VA Prosthetic Representative via fax or email and show cause in the event he/she is unable to deliver the required items in accordance with the Government’s required delivery date. Failure by the Contractor to provide a written notification within one (1) business day as specified above constitutes receipt of an order. The Contractor shall be responsible for informing the Contracting Officer of any Government deficiencies such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, hand writing illegible, inability to reach the Government representative, payment delays or other issues. If any issues the Contractor experiences with the purchase card payment the PSAS will respond in two (2) business days of being notified of the issue. The Contractor’s failure to notify the Contracting Officer 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. Eyeglasses may be expedited at the earliest available date and time at the request of the COR or designee when emergent circumstances are present and to meet medical justification. In these emergent cases, the ordering facility shall telephonically contact the Contractor and notify the Contractor of such a requirement. The Government will be responsible for actual additional charges to ship emergent orders, which may include processing fees for emergent cases.

1.4 VISN 9 Prosthetics & Sensory Aids Service (PSAS) Facility Addresses:

ZONE IV – Lexington, KY and Somerset, KY

Somerset, KY 42503 John Harris

(859) 233-4511 ext. 4871 John.Harris@va.gov

(859) 233-4511 ext. 4871 John.Harris@va.gov

ZONE V – Louisville, KY

Louisville, KY 40206 Dexter Carbonell

(502) 287-4000 ext. 56182 Dexter.Carbonell@va.gov

ZONE II – Memphis, TN; Nonconnah, TN; Jackson, TN

Memphis, TN 38104 Melvin Bingham (90l) 523-8990 ext. 7601 Melvin.Bingham@va.gov

Memphis, TN 38132 Melvin Bingham

(901) 523-8990 ext. 7601 Melvin.Bingham@va.gov

Jackson, TN 38305 Melvin Bingham

(901) 523-8990 ext. 7601 Melvin.Bingham@va.gov

ZONE III – Mountain Home, TN and Knoxville, TN

MOUNTAIN HOME

Corner of Lamont St and Veterans Way, PO Box 4000, Mountain Home, TN 37684

John Brothers

(423) 926-1171 ext. 7635 John.Brothers@va.gov

John Brothers

(423) 926-1171 ext. 7635 John.Brothers@va.gov

ZONE I – Nashville, TN; Murfreesboro, TN; Chattanooga, TN; Clarksville, TN

Nashville, TN 37212 Deborah J. Page (6l5) 225-3582 Deborah.Page3@va.gov

MURFREESBORO

Chattanooga, TN 37411 Deborah J. Page

2. ADDITIONAL SERVICES/SUPPLIES for base period and four (4) one-year options:

Sample Kit: Sample frame kits are to be new and will not be included in the inventory. Samples will be provided at no charge. The Contractor shall provide a wide selection of frames for the Veterans to choose from (frame line to be approved by the VA prior to contract performance) The kits will consist of each eye size with multiple bridge sizes (this item to be delivered to each health care system at no additional cost to the government within fifteen (15) calendar days after award). Sample kits for each healthcare system will be provided as follows: VAMC Lexington (1); CBOC Somerset (1); VAMC Louisville (1); VAMC Memphis (1); CBOC Nonconnah (1); CBOC Jackson (1); VAMC Mountain Home (1); CBOC Knoxville (1); VA TVHS Nashville (1); VA TVHS Murfreesboro (1); CBOC Clarksville (1); and CBOC Chattanooga (1). The contractor shall provide each location a sample kit.

Frame selection will include a mix of metals with plastic, spring hinges, and a minimum of five (5) large frame sizes (54-60), a minimum of three (3) frame sizes with short bow lengths (125 or 130), and a frame selection variety for all age groups (21-100). At a minimum the following frame mix needs to be part of the Contractor’s frame selection under this award: twenty-five (25) men’s frames, twenty-five (25) women’s frames, fifteen (15) unisex frames, and five (5) safety frames (unisex frames) in available temple, eye and bridge sizes and colors. A minimum of three (3) titanium frames for both men and women need to be part of the mix of metal frames. Any proposed substitutes for, or changes to the approved frame selection must be approved in writing by the Contracting Officer. All frames shall have a one-year warranty. At a minimum capacity for 73 frames.

One eyeglass case (gender specific) will be provided by the Contractor with each pair of eyeglasses furnished. Eyeglass cases shall be the sliding style or snap style. The Contractor may determine either type eyeglass case; however, soft eyeglass cases are preferred.

Repair Kit: Contractor shall provide each participating facility: VAMC Lexington (1); CBOC Somerset (1); VAMC Louisville (1); VAMC Memphis (1); CBOC Nonconnah (1); CBOC Jackson (1); VAMC Mountain Home (1); CBOC Knoxville (1); VA TVHS Nashville (1); VA TVHS Murfreesboro (1); CBOC Clarksville (1); and CBOC Chattanooga (1) a repair kit consisting of replacement screws and nose pads and the tools necessary for those repairs to contracted frames after contract award. The repair kits shall be restocked at no additional cost to the government.

The locations that has more than one Dispensing Optician (DO), the contractor shall provide a repair kit for each DO.

Display Rack: Contractor shall provide each participating healthcare system VAMC Lexington (1); CBOC Somerset (1); VAMC Louisville (1); VAMC Memphis (1); CBOC Nonconnah (1); CBOC Jackson (1); VAMC Mountain Home (1); CBOC Knoxville (1); VA TVHS Nashville (1); VA TVHS Murfreesboro (1); CBOC Clarksville (1); and CBOC Chattanooga (1) display racks (these items to be delivered to each facility at no additional cost to the government within fifteen (15) calendar days after award).

Display racks shall be adaptable to a range of different products including different sizes suitable for displaying multiple brands. Display racks shall be hung on walls. Each location shall be provided a display rack. The repair kits and display racks will remain the property of the Contractor. The Contractor will be responsible for the removal of the repair kits and display racks at the expiration of the contract.

Any additional sample kits, repair kits, and display racks will require prior approval from the Contracting Officer and a modification to the contract will be issued.

Eyeglass Care and Cleaning: Contractor shall provide an insert with each facility order on how to care and clean eyeglasses. Whether initial, previous, or on-going users; Contractor at no cost shall provide educational information to the veteran, regarding the care and cleaning of their eyeglasses. This information should include, but is not limited to, language to: Do not lay your glasses down on their lenses; Place glasses in a protective case when you are not wearing them; Use a lens cleaner designed for eyeglasses and a clean lens cloth or a soft clean 100% cotton cloth; Mild soap (without lotion) and lukewarm-to-cool water might also be used to clean the lenses and frame; Hold the eyeglasses by the eye frame with the thumb and forefinger of one hand. Use the other hand to gently buff the lenses in a circular motion. Do not press too hard on the lenses; Avoid using paper towels or your shirt tail to clean your lenses. Most clothing fabrics contain abrasive fibers that will scratch or smear the lenses.

3. GENERAL REQUIREMENTS:

3.1 STANDARDS OF PERFORMANCE:

The number of patients covered by this contract is expected to increase or decrease within VISN 9 dependent upon beneficiaries added or removed. The volumes or amounts shown in the solicitation are estimates only.

The Contractor shall, upon receipt of an eyeglass prescription/order provided by authorized VA designee, fabricate all eyeglasses in strict conformance to the eyeglass prescription/order, and verify final eyeglasses with the prescription/order and ship all eyeglasses to the designated address of the Veteran or VA facility, as indicated on the prescription/order issued by the Government (CPRS Prosthetics Eyeglass consult).

Verification of prescription and delivery to the Veteran or VA facility shall be documented and provided to the VA facility each month. The Contractor shall not add or substitute components or alter the Veterans prescription in any way without prior approval and written authority from the authorized VA designee. All items provided by the Contractor shall be new and be of current styles. Discontinued style frames are not acceptable.

3.2 The PSAS Purchasing Agent will use CPRS Prosthetics Eyeglass Consult/VA Form 10-2914, Prescription and Authorization for Eyeglasses, to place orders with the Contractor.

4. LENSES:

4.1 All Lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of “American National Standards for Prescription Ophthalmic Lenses - Recommendation” ANSI Z80.1 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug Administration (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. Glass ophthalmic lenses shall be chemically, or heat strengthened for impact resistance and must pass the drop ball test. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than l.5D may be fabricated in either plus or minus cylinder form, unless positive cylinder form is specified in the order. All lenses shall be UV Coated at no charge to the government.

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

Bifocal Lenses: Lenses shall be available in glass, plastic or polycarbonate and high index plastic; when lens blanks are available. Construction of bifocal lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers with an add range of +0.50 to + 6.00D which shall be available. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in glass with flattop 28 (FT-28), and executive, polycarbonate with flattop segments. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

Progressive Bifocal Lenses: Lenses shall be available in glass, plastic, or polycarbonate. Construction of no-line bifocal lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available.

Trifocal Lenses: Lenses shall be available in glass, plastic, or polycarbonate and high index materials; when lens blanks are available. Construction of trifocal lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add powers with a range of +1.50 to +4.50D, 50% intermediate power shall be available. Lenses shall be available in glass with flattop 7 x 28 (FT-7x28) and executive segments. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

Progressive Lenses: Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses must also be available. Progressive lens style/ layout shall be the same for all materials. Construction of lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add powers of +.50 to +3.50 shall be available. Non-adaptive would be replaced by lined bifocals or trifocal at no charge to the VA. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested. Progressive style shall be considered “soft” in design, meaning that the prescription for the eyeglasses may determine the most beneficial progressive style, design, or material used. The requirements identify CR-39 Plastic progressives as the most commonly ordered progressive.

Progressive Addition Lenses: A progressive addition lens is a multifocal lens having a progressive increase in positive power from the distance-seeing portion to the near-seeing portion.

Special Lenses: The Contractor shall provide any special lens prescribed that is ordered. Special lenses shall be available in any line item not specified for example: clear, frosted, black, balanced, prismatic, cataract, aspheric and/or slab off design. Photochromatic shall be available when appropriate. The government will specify these requirements in the purchase/delivery order.

Polycarbonate Lenses: Polycarbonate lenses are to be made of polycarbonate material and have an index of refraction of 1.586.

High Index Lenses: Lenses with an index of refraction within and including 1.56 to 1.60 are considered high index lenses. Any lens with an index of refraction within this range is acceptable as a high index lens. It is the contractor’s discretion to use any index within this range when High Index Lenses are prescribed.

Tinted and Scratch Resistant Lenses: A tinted lens is a lens with color absorption properties designed to reduce light transmission and/or selectively absorb undesirable incident radiations, such as ultraviolet (UV) radiation, etc. Most prescribed tints will be in rose, gray, brown, orange/brown, and yellow. Plastic lenses tend to scratch easily, and scuffed lenses could impair someone’s sight, therefore, scratch resistance coating or treatment makes the lenses ten times more scratch-resistant than uncoated plastics although they are not scratch-proof. Cushioned eyeglass cases should be provided to the Veterans when the VA requests scratch-resistant coating to extend the life of the eyeglasses.

5. FRAMES:

5.1 All 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. 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) business days. If the two-day period includes a federal holiday, the federal holiday will be excluded from the count. All frames offered by the Contractor shall be listed in either Frames or frame catalogs and not be on any discontinued models. When fulfilling prescriptions, the Contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses.

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

6. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE:

6.1 The Contractor shall have the capability to receive orders via facsimile transmission and Email and shall have a fax machine independent from the Contractor’s established phone line and be willing to accept faxed orders.

6.2 The Government will submit all available orders to the Contractor on a daily basis. These orders may be sent in the form of an Excel spreadsheet containing multiple orders to be paid by certified invoice or individual purchase orders via purchase card. 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. Orders received by Contractor on a daily basis shall be processed upon receipt. No fabrication of glasses shall begin prior to receiving a purchase order or Excel spreadsheet request from Prosthetics. Invoicing method will be determined at the time of contract award.

6.3 Backorders or Depletion of Stock: Contractor shall notify the VA within 24 hours if the manufacturer has a depletion of stock of a specific frame. If the 24-hour period includes a federal holiday, the federal holiday will be excluded from the count. If the 24-hour period includes a weekend, the weekend will be excluded from the count. The VA shall approve or disapprove all replacement frames. The Contractor will immediately offer the VA a substitute if the timeframe of delivery of the backorder items warrants going with a substitute. The Contractor will offer the VA substitute of equal or higher quality. If the Contractor anticipates that a particular frame style will continue to be unavailable for an extended period of time, and if acceptable to the VA, the substitute may be made part of the contract with a bilateral modification.

Any proposed substitutes for, or changes to the approved frames must be approved in writing by the Contracting Officer.

6.4 During the one-year warranty period the Contractor shall make all necessary adjustments (i.e., material defects, distortions, etc.). The Contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of acceptance. Manufacturer’s warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and enforced. The Contractor agrees to furnish without additional cost to the government, all labor and materials necessary to correct defects that were detected during the guarantee period. Should the prescription be incorrectly filled, the Contractor agrees to make corrections at no additional cost to the Government. 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 VA facility or Veteran within three (3) business days of receipt of the defective glasses.

6.5 The Contractor shall immediately notify all affected Contracting Officer’s Representative (COR) and Contracting Officer (CO) 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:

1. A complete item description, identification.

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

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

4. Instructions for appropriate corrective action.

6.6 VA shall require the Contractor to ship items ordered under this contract no later than seven (7) business days after receipt of a delivery order. Orders may be submitted by fax or by Email. Contractor shall provide written confirmation of orders within one business day. This confirmation may be by email with the respective purchase orders listed or by return fax. In addition, orders shall be sent by a secure overnight mail package and the confirmation may be emailed from the Contractor within one (1) business day. The station must be provided the tracking information for all such packages. (Receipt of the delivery order will be determined by VA’s submittal of a faxed order, for which the Government received a printed confirmation of the fax received from its fax machine or email). The Contractor shall provide written notification to the VA Prosthetic Representative and show cause in the event he is unable to ship the required items in accordance with the Government's required ship date. Failure by the Contractor to provide a written notification as stated above within one (1) business day after receipt of an order constitutes acceptance of an order.

6.7 The Government may request delivery be made either to the facility or directly to the Veteran at the discretion of the medical facility. In the event the Government desires expedited delivery, the ordering facility shall telephonically contact the Contractor and inquire into the feasibility of obtaining this condition. The Contractor shall respond within one (1) business days to such request and expedited delivery shall be mutually agreed upon. (Note: Expedited Delivery terms and conditions, when required, will be determined by the Contracting Officer or Ordering Officer on a case by case basis and stated in the individual delivery order at the additional cost as specified in the schedule for each pair ordered). Upon direction of VA, delivery of eyeglasses may be directly to Eye Clinic, to Prosthetics or to the Veterans place of residence (at no extra charge to the Government for routine delivery to any of the above destinations). All deliveries should be sent by 1st class mail or mailed in appropriate packaging to protect the contents.

6.8 Direct Delivery to Veterans: In the event the requesting medical activity or facility requests delivery directly to the Veterans the VA will not need confirmation of deliveries and does not desire any additional warranty in relation to this type of delivery. However, any individual claims by the Veterans of non-receipt of delivery may require the Contractor to respond to the VA with proof of shipment and delivery.

6.9 A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the CO, COR and/or Prosthetic Representative.

6.10 Quality Assurance: The Contractor shall submit weekly reports to the COR with the following information:

· Work in Progress

· Shipping List

· Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards, or most recent version)

If requested by the COR, the Contractor will need to provide the following information within two (2) business days:

· Number of eyeglasses returned due to lab error

· Average in-lab process time

· Breakage/spoilage rate

· In those cases where the eyeglasses are mailed directly to Veterans residence, delivery confirmation should also be included.

6.11 On-Site Fitters (Dispensing Optician):

The number of On-Site Fitter (Dispensing Optician) required for each location is:

If a particular State does not require an American Board-Certified Dispensing Optician, the Dispensing Optician must comply by the State Licensing Requirements. If proof of state licensing requirements is required, this proof must be provided to the Contracting Officer before performance begins. Services include but are not limited to eyeglass selection, ordering, dispensing and repairing. The Dispensing Optician must also be able to verify eye glass prescription specifications provided by the VA Facility. No examinations are required. The Contractor shall supply licensed Dispensing Optician(s) to each VA Medical Center/facility in VISN 9, five days a week, Monday through Friday, (40 hours a week, excluding federal holidays described below).

Provision of space for the Dispensing Optician will be provided by each VA facility. The space requirements including phones are the responsibility of the VA. The Contractor is responsible for display boards, equipment and tools required for the display of frames. Contractor will set up remote access to their work in progress for tracking purposes.

The Dispensing Optician will take all necessary facial and frame measurements to order glasses as per doctor's prescription using the VHA VISTA CPRS electronic consult package. Measurements and refraction data may be entered into this consult package; information entered in the electronic consult package will then be forwarded electronically to the facility Prosthetic Service. Should only one lens need to be re-made due to refraction changes, Prosthetics will order the new lens sending in the frames and the fitter will replace the old lens. Should changes of prescription be required, the Dispensing Optician will direct the Veterans to their prescribing physician must enter a new consult reflecting changes as required. Contract Dispensing Optician cannot change prescription at any time. The Dispensing Optician will be responsible for dispensing, adjusting, and repairing all VA glasses. Should arrangements be made with Contractor for Veterans to purchase eyeglasses through Contractor, the Dispensing Optician will be responsible for measuring, ordering, and adjusting glasses as needed. Questions may be referred by the COR to the contract Dispensing Optician concerning status of glasses. If Dispensing Optician cannot answer particular questions, the Dispensing Optician may refer the Veteran to the COR. The Dispensing Optician must perform lensometry to verify accuracy of prescription, and adjustments to verify proper alignment of lenses.

The On-Site Fitters, (Dispensing Optician) are required as follows:

Any optical shop hours worked that are not listed above must be approved in advance in writing by the Contracting Officer and the Contractor with a copy of the approval submitted to the COR. Signs will be posted for closing time for breaks and lunch. Contractors are allowed 2 breaks and a lunch.

The Contractor shall be responsible for protecting the personnel furnishing services under this contract and shall provide worker’s compensation, health examinations, income tax withholding, and social security payments, and any liability insurance required. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. Any subContractor used by the Contractor for the provision of services required under this contract shall meet the same qualifications specified herein for the Contractor. The Contractor shall obtain approval from the Contracting Officer for any subcontractors to be utilized for the provision of services required under this contract.

The Contractor is responsible for ensuring proper/ planned coverage for fitters in the event of sick leave, planned vacations and emergency absence. In the event of non-availability of contract fitter(s) for more than one work day, the Contractor will contact the VA COR and informing them of the fitter(s) absence and provide the name of the authorized individual that will fill in until the customary contract staff fitter(s) returns to duty. At the time of award, the Contractor will identify both the customary staff fitter(s) and a backup staff fitter to allow all back-ground checks to be completed. The VA specified COR will be informed by the Contractor within 4 hours, should the customary contract staff fitter call in sick for one work day or less. The Contractor will inform the COR(s) at a minimum by e-mail.

All employees assigned as fitters will complete annual training required by VHA policy including privacy/HIPPA training, cyber security, privacy awareness training and any other training specified by the COR at Contractor expense via the internet. This includes a background security check initiated before performing any work. This applies to all contract employees requiring any type of IT access. This includes any and all fill in or backup personnel. The Contractor shall complete the training and complete a Statement of Commitment and Understanding, certifying completion of the training and understanding of their commitment to protect sensitive VA information obtained as a result of performance of this contract to the COR for each individual offered under this contract.

Each contract employee is required to have their own access/password (including fill-ins) before beginning work under this contract. NOTE: This password is not to be shared with another person.

The Contractor will notify the applicable COR, when any regular or fill in Fitter will be leaving employment and the VA specified COR will have the contract employees' access/password terminated or disabled as appropriate.

The Contractor shall submit the following for each key personnel proposed to the Contracting Officer and be submitted with its proposal: resume and licenses/certifications consistent with the SOW requirements.

The Contracting Officer and COR shall be notified in writing (either electronically or by hard copy) after award, a listing of the key personnel assigned and shall provide certifications and curricula vitae, resumes, and/or other pertinent information on the qualifications of the Dispensing Opticians. The Contracting Officer and COR shall be notified in writing (either electronically or by hard copy) at least one (1) business day prior to any changes in key personnel and shall provide the certifications and credentialing as originally required on any proposed substitutions or changes in personnel. VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the contract.

Holidays:

Contract employees will not be required to work on federal holidays. The national holidays observed by the Federal Government are:

Note: When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. Any day specifically declared by the President of the United States to be a national holiday will be included as an observed federal holiday.

This contract is not linked in any way to any current or proposed Veterans Canteen Service (VCS) retail sales agreements and does not obligate the VA facility to enter into the contract optician service. The Contractor may elect NOT to sign a separate Retail Sales contract with the VCS for those stations when an Optical Shop is providing by the VA facility. No products upgrade or commissions will be offered to Veterans for a price or for additional profit or sale of products separate from agreed upon provisions in this contract by the VHA and the optical vendor.

7. AVAILABILITY OF FUNDS:

7.1 Any or all commitment(s) made by the Government under this contract is subject to the availability of funds for Fiscal years (FY) FY20, FY21, FY22, FY23 and FY24. The Contractor shall not perform any service after September 30th of each year unless so instructed, in writing, by the Contracting Officer.

8. CONTRACT ADMINISTRATION DATA:

8.1 Under this contract the contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer 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 Contracting Officer, 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.

8.2 Representatives of contracting officer in accordance with VAAR 852.270-1: The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the Contractor.

9. QUALITY ASSURANCE CONTROL PLAN:

Contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, resolve identified problems and pursue opportunities to improve patient care. The written plan shall delineate the objective of the quality assurance activities, scope of the activities, activities for monitoring and evaluation, methods of implementation of the monitoring and evaluation activities, methods for reporting results, mechanisms for taking follow-up action and responsibilities of staff for each activity of the quality assurance program. The objectives, scope, organization, and effectiveness of the quality assurance plan shall be evaluated at least annually and revised as necessary. The Contractor shall present their Quarterly Quality Assurance Measures / Data / Outcomes at Quarterly Assurance Meetings for all healthcare system facilities together in VISN 9.

REPORTS:

A. Quarterly Reports

1. Contractor shall provide to the Contracting Officer's Representative (COR), quarterly reports on their customer service surveys to include outline of any specific issues/problems for that month along with their solutions to correct any issues.

2. Contractor shall provide to the COR, quarterly activity reports sorted by each medical center, with actual usage data and purchase activity, including subtotals and totals of procurement dollars spent for examinations and eyeglasses.

3. Contractor shall provide to the COR, a quarterly report of the number of eyeglasses returned due to Contractor error.

All quarterly reports shall be presented by the Contractor at the Quarterly Quality Assurance Meetings. The presentation meetings shall be held via tele-conference.

B. Monthly Reports

1. Contractor shall provide to the COR, a monthly report containing a list of all eyeglasses that have not been picked-up or delivered by the Contractor within 30 days to include patient name, last 4 digits of SSN, dates of contact and how was contact made (i.e., phone, email, letter, etc.).

C. Weekly Reports

1. Contractor shall provide to the COR or designee a weekly workload report of number of fittings completed, number of fittings scheduled and number of fittings pending scheduling. This report shall include the beneficiary name, date of birth, last 4 digits of SSN, date exam completed, or date fittings scheduled.

The Contractor shall submit weekly reports to the COR with the following information:

· Work in Progress

· Shipping List

· Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards, or most recent version)

If requested by the COR the Contractor will need to provide the following information within two (2) business days:

· Number of eyeglasses returned due to lab error

· Average in-lab process time

· Breakage/spoilage rate

· In those cases where the eyeglasses are mailed directly to Veterans residence, delivery confirmation should also be included.

· VA error rates (errors submitted to the Contractor to be processed)

· Contractor error rates (errors submitted to VA and/or Veterans)

All reports shall be submitted electronically and be properly encrypted to ensure the confidentiality of all patient Protected Health Information (PHI).

CUSTOMER SERVICE:

The Contractor shall provide a toll-free telephone number for ordering and customer inquiries and shall designate an employee as a VA customer service representative to maintain the account and rapidly resolve any identified problems. Contractor shall develop a customer service survey form to be completed by the Veterans. This shall be part of the Contractor's Quality Assurance Program.

INVOICES:

The Contractor shall submit invoices to the Prosthetics Office of the ordering facility within 5 business days of completion of the work. Payment may be made with a government purchase card or through the Invoice Processing Payment System (IPPS), which will be billed within 5 business days of completion of the work. Contractor shall have level two data access to enable them to enter the purchase order number when the invoice is billed to the purchase card. Invoices may be sent weekly for purchase card or certified invoices for payment. The Contractor may provide proof of shipment of eyeglasses with a proper invoice listed above. Invoicing method will be determined at the time of contract award.

Payment will be made upon written certification from the COR that the prices billed are correct for the prescriptions submitted. Invoices shall be submitted weekly for services rendered. Invoices shall be mailed to the COR of each applicable medical center. Contractor must have the capability to receive orders via facsimile transmission. The Government will submit all available orders to the Contractor on a daily basis. Batching of orders is not authorized by either party. Batching (holding all orders to meet a minimum requirement by any or all parties) is not authorized by either party.

SPECIAL CONTRACTOR RESPONSIBILITIES:

The Contractor must possess all licenses, permits, accreditations and certificates as required by law.

REPORTS:

The Contractor shall provide to the Contracting Officer, quarterly activity reports sorted by each medical center, with actual usage data and purchase activity, including totals of procurement dollars spent; breaking down by type of lens material and style.

The Contractor shall provide to the COR on a monthly basis a report on patient satisfaction. The survey report will consist of VA customers only and Medical Center specific. The survey will include the following information: Veterans' satisfaction with the quality of product, timeliness of delivery, and for the sites that have fitters how the Veterans felt he/she was treated by the fitter. The report will include individual responses, accumulative report for responses for each question and a graft of the % of positive and negatives for each question. A survey will be conducted randomly for 20 Veterans or 5 % of the orders for that month, whichever is greater.

10. HIPAA Compliance: HIPAA compliance is required. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA).

11. HHS/OIG: To ensure that the individuals providing services under this contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services – Office of Inspector General (HHS/OIG), Lists of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities

12. Confidentiality of Patient Records: The Contractor is a VA Contractor and will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. 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 considered to be 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 to the extent necessary to perform its contractual responsibilities. 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 from VA except in accordance with U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C.