36C25026P0604.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

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

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

757-26-3-903-0101

36C25026P0604

AWARDED:

EFFECTIVE: 04-27-2026

Thomas Bellamy 317-988-1518

36C250 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240

X 100

X

621320

$9 Million

N/A

36C541

Department of Veteran Affairs Cleveland VAMC

10701 East Blvd.

Cleveland OH 44106

Network Contracting Office 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240

4QNY0

L&S OPTICAL, INC.

L & S OPTICAL INC

30 1ST ST SW

CARMEL IN 46032

J9RBWG6YBAQ5

36C250

Financial Management System P O Box 149971 Austin TX 78714-9971

512-242-7300 N/A

See CONTINUATION Page

Contractor shall provide optical dispensing services for Veterans Integrated Service Network (VISN) 10 Prosthetics Program Office in accordance with the Performance Work Statement (PWS).

Contracting POC: Thomas Bellamy; thomas.bellamy@va.gov COR: Kimberly Bernato; kimberly.Bernato@va.gov PERIOD OF PERFORMANCE: 27 April 2026 - 26 May 2026

All invoices must be submitted via the Tungsten Network:

https://authentication.tungsten-network.com/login This requirement is subject to the Service Contract Act Wage Determinations and all future updates.

Current copies found on https://sam.gov/wage-determinations.

Additional information on contractor requirements & worker protections under the Executive Orders is available at:

https://www.dol.gov/whd/govcontracts.

$0.00 See CONTINUATION Page

757-3660160-903-827200

X X x 1

Roman Savino, Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 Performance Work Statement (PWS)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ACCOUNTING AND APPROPRIATION DATA

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)

C.5 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA BREACH COSTS

(FEB 2023) ALTERNATE I (FEB 2023)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.7 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.8 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY

(FEB 2023)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES

OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT

2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.5 USDOL SERVICE CONTRACT ACT WAGE DETERMINATION INFORMATION

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: L & S Optical

Brad Surbin

(317) 848-9081 brad@landsoptical.com

b. GOVERNMENT: Contracting Officer 36C250 Roman Savino

Department of Veterans Affairs

Network Contracting Office 10

8888 Keystone Crossing

Suite 325

Indianapolis IN 46240

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

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly

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.

B.2 Performance Work Statement (PWS) Veterans Integrated Service Network (VISN) 10 Ohio Optical Dispensing Services

1.0 General:

This is a non-personnel services contract to provide optical dispensing services for the VA Medical Centers (VAMCs) and Community Based Outpatient Clinics (CBOCs) located through the state of Ohio. The Government shall not exercise any supervision or control over the contract service providers performing the services described herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction:

The contractor shall provide all personnel, equipment, supplies, off-site facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to fitting, ordering, adjusting, dispensing, conducting minor repairs, and education/care of eyeglasses for veterans in the Ohio VA service area, as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Government will provide spaces for performance, and others will be furnished by the contractor (within 10 miles and no greater than a 20‐ minute drive from the servicing VA facility address).

1.2 Background:

The Veterans Integrated Service Network (VISN) 10 Prosthetics Program fabricates eyeglasses for the VISN 10 VA Medical Centers and their supporting Community Based Outpatient Clinics (CBOCs).

While the eyeglasses are manufactured at the VISN 10/12 Optical Lab, VISN 10 requires on-site dispensing services or, in the absence of clinic space, requires off‐site dispensing services. These dispensaries will serve various functions. The contractor shall provide all labor, equipment, materials, supplies, and supervision necessary to provide eyeglass dispensary services, to include functions such as fitting, ordering, adjusting, dispensing, minor repairs, and education/care of eyeglasses to Veterans.

1.3 Summary:

The Government intends to enter a firm‐fixed price (FFP) single award Indefinite Delivery Indefinite Quantity (IDIQ) contract that clearly outlines the contractor’s obligations regarding ordering and dispensing eyewear to Veterans within the framework of established VA guidelines and practices.

The sites covered by this requirement shall include VAMCs, CBOCs, and clinics, which are listed in section 1.5.5 below and are subject to change throughout the life of the contract.

The sites covered by this requirement shall include all VAMCs in Ohio (and associated CBOCs, which are subject to change – see section 1.5.5):

1.4 Period of Performance:

See Price Schedule for performance periods.

1.5. Quality Control:

The contractor shall develop and maintain an effective Performance Monitoring Plan to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

1.5.2 Quality Assurance:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards.

It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

**and any other day declared by the President of the United States as a Federal Holiday**

1.5.4 Hours of Operation:

The schedule of days and hours of operation shall be mutually agreed upon between contractor and Government. Section 4.0.3 of this PWS establishes the minimum number of days of operation per week at each location. The contractor shall provide these services on weekdays. On the days the contractor provides optician services, said services shall be available during the same hours the site (i.e., VAMC, CBOC, or clinic) is in operation or open for appointments. For those sites where optician services are provided five days per week, Monday through Friday, if the Contracting Officer’s Representative (COR) determines the volume of optical orders and warrants additional coverage, the contractor shall be responsible for providing optician services on Saturdays as well. For locations that are open fewer than five days per week, the contractor shall establish consistent days and hours of operation. Additionally, during the weekdays in which an optician is not on site, the contractor shall make an alternative ordering location available to Veterans. The contractor is not responsible for conducting business on the recognized holidays listed in section 1.5.3, or when the Government facility is closed due to local or national emergencies, administrative closures, or similar Government directed facility closures or moves. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the reasons discussed in this section. An adequate workforce includes operating hours as well as staffing levels to support workload demand. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance.

1.5.5 Place or Performance:

The work to be performed under this contract will be performed at/nearby:

Chillicothe VAMC 17273 State Route 104, Chillicothe, OH 45601

Athens CBOC 510 West Union Street, Athens, OH 45701

Cambridge CBOC 2146 Southgate Pkwy., Cambridge, OH 43725

Lancaster CBOC 1550 Sheridan Drive - Suite 100, Lancaster, OH 43130

Portsmouth CBOC 840 Gallia Street, Portsmouth, OH 45662

Marietta CBOC 418 Colgate Drive, Marietta, OH 45750

Wilmington Outreach Clinic 448 West Main Street, Wilmington, OH 45177**

Cincinnati VAMC 2929 Highland Avenue, Cincinnati, OH 45220

Bellevue CBOC 103 Landmark Drive - Suite 300, Bellevue, KY 41073**

Florence CBOC 7310 Turfway Road, Suite 540, Florence, KY 41042**

Hamilton CBOC 1755-C South Eire Highway, Hamilton, OH 45011

Lawrenceburg CBOC 1600 Flossie Drive, Greendale, IN 47025**

Clermont County CBOC 4600 Beechwood Road, Cincinnati, OH 45244**

Georgetown CBOC 474 Home Street, Georgetown, OH 45121

Louis Stokes Cleveland VAMC 10701 E. Boulevard, Cleveland, OH 44106

Akron CBOC 55 W. Waterloo, Akron, OH 44319

Canton CBOC 733 Market Avenue South, Canton, OH 44702

New Philadelphia CBOC 1260 Monroe Avenue - Suite 1A, New Philadelphia, OH 44663

Lake County VA CBOC 35000 Kaiser Court, Willoughby, OH 44094

East Liverpool/Calcutta CBOC 15655 State Route 170 - Suite A, Calcutta, OH 43920

Lorain CBOC 5275 North Abbe Road, Elyria, OH 44035

Sandusky CBOC 1912 Hayes Avenue, Sandusky, OH 44870

Mansfield CBOC 1025 South Trimble Road, Mansfield, OH 44906

Youngstown CBOC 1815 Belmont Avenue, Youngstown, OH 44505

Parma CBOC 8787 Brookpark Road, Parma, OH 44141

Medina CBOC Anticipated opening by end of 2027**

Ravenna CBOC Anticipated move by end of 2026*

Chalmers P. Wylie ACC 420 N. James Road, Columbus, OH 43219

Newark CBOC 1855 W. Main Street, Newark, OH 43055**

Grove City CBOC 5775 N. Meadows Drive, Grove City, OH 43123

Zanesville CBOC 2800 Maple Avenue, Zanesville, OH 43701**

Marion CBOC 1203 Delaware Avenue, Marion, OH 43224

Delaware CBOC Anticipated Opening Late Fall 2025

Dayton VAMC 4100 W. Third Street, Dayton, OH 45428

Lima CBOC 1303 Bellefontaine Avenue, Lima, OH 45804

Richmond CBOC 1010 N. J Street, Richmond, IN 47374

Springfield CBOC 512 South Burnett Road, Springfield, OH 45505

Middletown CBOC 4337 North Union Road, Middletown, OH 45005**

*These locations are currently scheduled for replacement with a larger facility during the duration of this contract which will include optical services and space for an Optical Shop.

**These locations are tentatively scheduled to become future sites later/time TBD.

These locations may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or government furnished space changes deemed fair and reasonable by the administrative contracting officer.

1.5.6 Type of Contract:

The Government intends to award one Indefinite Delivery Indefinite Quantity Contract.

1.5.7 Security Requirement and Background Checks:

A. Security Requirements:

Service & Maintenance will follow the security requirements as per VA’s Medical Device Protection Program (MDPP) which protects VA’s medical devices through a comprehensive security initiative that encompasses pre-procurement assessments, medical device isolation architecture (MDIA), communication, validation, scanning, access control list remediation, patching, and secure remote connectivity.

B. General Security

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

C. Check - In Requirements The Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins. Additionally, one must submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out.

D. Contract Personnel with limited and intermittent access to equipment connected to facility networks on which limited VA sensitive information may reside, including medical equipment contractors who install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, ICU monitoring, etc. In this case, Veterans Health Administration facilities must have a duly executed VA Business Associate Agreement (BAA) in place with the vendor in accordance with VHA Handbook 1600.1, Business Associates, to assure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in addition to the contract. Contract personnel, if on site, should be escorted by VA IT Staff.

E. VA Information Custodial Language

1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

2. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

The contractor shall be given beneficiary information that may include Veteran’s name, residential address, telephone number, and social security number. Beneficiary information is confidential and is protected under the Privacy Act of 1974 and the Healthcare Insurance Portability and Accountability Act of 1996 (HIPAA). Any individual making unauthorized disclosure may be criminally liable for violations under the Acts. The contractor shall not use or further disclose beneficiary information in a manner that would violate the Federal privacy and confidentiality statutes. The contractor shall receive privacy training annually through VA’s Training Management System (TMS). Completion certificates shall be emailed to the Contracting Officers Representative (COR) upon completion. Any electronic communication that includes HIPAA information shall be done through PKI encrypted e-mail.

Once a Security Agreement Check has been completed, and training certificates for the required information security and privacy training courses are provided to the COR (as stated above in the IT Contract Security Section under the Training paragraph), and the VISN 10 Unified Access Request form has been submitted, the contractor may be granted access to VISTA, Cerner and/or previous prescription data needed for prescriptions, troubleshooting fitting, etc. The appropriate access is determined by the COR including access to Cerner where applicable.

The contractor shall maintain positive control over any government issued items such as the following:

• Keys

• Government Computers

• Sample Eyeglass Frames

• Fax Machines/Printers (where applicable)

All items and government areas shall be secured when not in use.

8. SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

9. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

b. The contractor shall provide the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

10. SECURITY INCIDENT INVESTIGATION

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

11. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification.

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

(3) Data breach analysis.

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses incurred to repair falsified or damaged credit records, histories, or financial affairs.

10. SECURITY INCIDENT INVESTIGATION

1.5.8 Special Qualifications:

Vendor will be qualified to educate and assist the Veterans in the proper choice, use and care of their eyewear. In addition to frame selection, the vendor will be responsible for all measurements and fitting of eyewear. Appropriate state licensure/certifications will be required if deemed necessary by the state. Vendor shall provide appropriate professional business license within the states required per each facility serviced. Vendors shall also comply with any other federal, state, and local law applicable to the industry.

1.5.9 Post Award Conference/Periodic Progress Meetings:

The Contractor agrees to attend any post award conference convened by the contracting activity, in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be attended at no additional cost to the government.

1.5.10 Contracting Officer Representative (COR):

The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The CO will issue a letter of designation to the COR and a copy will be provided to the contractor. This delegation will state the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract.

1.5.11 Key Personal:

The following personnel are considered key personnel by the government:

• Contracting Officer (CO)

• Contracting Officer Representative (COR)

Prosthetics & Sensory Aids Service (PSAS) Representatives will be located at each of the major VA facilities. The contact information for the PSAS Representative will be provided upon contract award.

A PSAS Representative has the exclusive responsibility for determining eligibility and necessity for VA Prosthetic goods and services (e.g. Eyeglasses). The PSAS Representative also coordinates and resolves problems related to services. Any matter that cannot be resolved by a PSAS Representative will be referred to the COR. Any matter that cannot be resolved by a COR will be referred to the Contracting Officer (CO).

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

The contract manager or alternate shall be available during regular working hours, Monday through Friday (and Saturday, if applicable at the location) except on the recognized holidays listed in section

1.5.3 or when the Government facility is closed due to local or national emergencies, administrative closures, or similar Government directed facility closures or moves.

1.5.12 Identification of Contractor Employees:

All contract personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All employees shall wear I.D. on the outside of their attire while under performance under this contract. These I.D.s shall identify that they are contractor and their first and last names. These may be either government (Contractor PIV) or contractor issued I.D. tags.

1.5.13 Contractor Required Dress Code:

All employees involved in the performance under this contract shall dress in accordance with the policies of the VAMC, CBOC, and/or clinics at which they perform under the contract.

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions and Acronyms

2.1 Definitions:

• ACCEPTABLE QUALITY LEVEL. The AQL expresses the allowable variation from the standard that will result in an acceptable level of quality (100% unless otherwise stated) – that is the maximum allowable error rate or variation from the standard.

• CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

• CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

• CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

• DISPENSED: Prosthetic devices will be considered dispensed when the Veteran has been contacted for pick up or the device has been mailed. If the contractor is unable to contact the Veteran on the first attempt, the contractor shall make a documented second attempt within five (5) business days. After two failed attempts to reach the Veteran via telephone, the contractor shall send a letter to the Veteran informing them the eyeglasses are ready for pickup.

• DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

• DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

• KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

• QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

• QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

• QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

• SHIPPED. For items shipped directly to Veterans by the VA, items will be considered shipped when the contractor receives the shipping manifest from the VA. For items shipped directly to Veterans by the contractor (i.e., upgraded eyeglasses), items will be considered shipped when the items are mailed via the postal/package carrier (e.g., United Parcel Service (UPS), FedEx, or United States Postal Service (USPS).

• SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

• WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

• WORK WEEK. Monday through Friday, unless specified otherwise

2.2 Acronyms: [List any terms used within the PWS that require further definition. At a minimum, insert the definitions provided below].

ACC Ambulatory Care Center

AQL Acceptable Quality Level

AUS Acquisition and Utilization Specialist

CBOC Community Based Outpatient Clinic

CO Contracting Officer

COR Contracting Officer’s Representative

HIPAA Health Insurance Portability and Accountability Act of 1996

PSAS Prosthetics and Sensory Aids Service

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

ROE Remote Order Entry

TMS Training Management System

VAMC Veterans Affairs Medical Center

VISN Veterans Integrated Service Network

VISTA Veterans Health Information System Technology Architecture

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3.0 Contractor Furnished Items and Responsibilities:

3.0.1 Services:

The Contractor shall:

• Provide all labor (complying with Service Contract Act wage determinations), equipment, materials, supplies, and supervision.

• Ensure all the vendor’s employees possess the appropriate state licensure/certifications deemed necessary by the applicable state law.

• Provide documentation showing initial employee orientation and ongoing training, which demonstrates the employee’s knowledge, experience, and competence are appropriate for his/her assigned responsibilities. The vendor shall document assessment of employee competency. As a part of the employee’s initial orientation, the vendor shall provide an orientation on the VA and on the requirements of this contract. Training topics shall cover all aspects of the services provided under this contract, including patient confidentiality, patient safety and risk assessment, HIPAA, Remote Order Entry (ROE), VISTA, communicating safe use and care of equipment to patients and caregivers, and infection control procedures. The vendor assures all personnel comply with all current and future VA requirements such as safety, ethics, and HIPAA, required of business associates, which may also include TMS training assignments.

• Ensure a high degree of professionalism and understanding are demonstrated when the vendor’s employees interact with patients. The vendor’s employees are expected to be discreet and tactful and demonstrate concern, compassion, and patience. Some patients have physical disabilities or chronic illnesses that influence their behavior and lifestyle. Verbal or physical abuse, or unprofessional behavior or conduct toward a patient and/or caregiver, will not be tolerated. The VA reserves the right to request the removal of any employee from performance of services under this contract if his/her behavior and/or level of services provided are not in strict accordance with the requirements of this contract.

• Ensure vendor’s employees provide superior customer service and answer all patient or VA staff inquiries no later than 5:00 P.M. the following business day.

• Make employee records, including but not limited to training documentation, available for review by the COR. This request may be made during visits to the vendor’s facility, or the vendor may be requested to submit the documentation to the COR’s location. The vendor shall provide a list to the COR that identifies employee’s location and the type of services he/she provides. The initial list shall be submitted 10 days prior to performance beginning under the contract.

• Allow the Government to perform unannounced site visits to any vendor facilities or off-site locations at the Government’s discretion.

• Ensure professional business certifications/licensure within the state(s) required per each facility serviced. All applicable documentation shall be provided to the COR prior to each employee initiating work in accordance with the contract and annually thereafter.

3.0.2 Materials:

Unless provided by the Government at a Government facility, the contractor shall provide the following: furniture; a lensometer; and basic tools and materials for adjusting and completing simple repairs (e.g., to nose pads or screws, and adjustments) to eyeglasses at all dispensing locations appropriate to the size of the location and estimated quantity of customers. The contractor is responsible for display boards, equipment, and tools required for the display of frames. The Government will provide fax machine and/or printers at all Government facilities where required (including to any location without ROE capabilities). The contractor is responsible for providing fax machines and/or printers at all off-site locations.

3.0.3 Facilities:

The contractor will be responsible for providing spaces/facilities to perform under the contract for the following locations (within 10 miles or 20 minutes of current VA facility address):

Main VAMC Location

Chillicothe Athens OH

Chillicothe Cambridge OH

Chillicothe Lancaster OH

Chillicothe Marietta OH

Chillicothe Portsmouth OH

Cincinnati Greendale IN

Cincinnati Cold Springs KY

Cincinnati Newport KY

Cincinnati Bellevue KY

Cincinnati Hamilton OH

Cincinnati Georgetown OH

Cleveland New Philadelphia OH

Cleveland Sandusky OH

Cleveland East Liverpool OH

Cleveland Warren OH

Cleveland Ravenna OH*

Columbus Newark OH

Columbus Zanesville OH

Dayton Lima OH

Dayton Richmond, IN

Dayton Springfield OH

Dayton Middletown OH

*These locations may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or government furnished space changes deemed fair and reasonable by the administrative contracting officer.

**If adequate off-site location coverage is not available, vendor is responsible for working with COR to determine space and needs required to perform services on-site at VA location.

PART 4

GOVERNMENT FURNISHED ITEMS AND SERVICES

4.1 Government Furnished Items and Responsibilities:

4.0.1 Equipment:

The government will supply the following equipment for use under the contract:

• Government Computer for each location

• Sample Eyeglass Frames for each location

• Fax Machines/ Printers (as needed)

Information Systems Hosting, Operations, Maintenance, or Use

a. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

1. Vendor must accept the system without the drive;

2. VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

4. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

5. The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and

6. Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract.

7. A statement that needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed.

The ISO needs to maintain the documentation.

4.0.2 Materials:

The government shall supply the following materials for use under the contract:

• Frame selection kit for all locations.

4.0.3 Facilities:

Space will be provided at the following locations by the VA and will include lights, telephone, climate control, desk, office chair, patient chair, adequate storage, computer, and secure area.

Main Location Site Estimate of Total Eyeglasses for Base Year

Minimum Required Days per Week

Cleveland VAMC Cleveland * 10,098 5 days

Akron CBOC 5,126 5 days

Canton CBOC 3,128 5 days

Lorain CBOC 1,997 2 days

Mansfield CBOC 1,895 2 days

Parma CBOC 5,193 5 days

Youngstown CBOC 3,900 5 days

Lake County CBOC 3,698 5 days

Ravenna CBOC Opening Early FY 27 1 Day***

Medina CBOC Opening Late FY 27 1Day***

Chillicothe VAMC Chillicothe * 9,879 5 days

Cincinnati VAMC Cincinnati * 12,432 5 days

Columbus VAMC Columbus * 15,424 5 days

Delaware CBOC Est 625 1 day

Grove City CBOC 1,943 2 days

Marion CBOC Est 1,248 2 days

Dayton VAMC Dayton * 13,338 5 days

Total Estimate for Ordering Period # 1 89,924

*Denotes locations where off-site volume was included in estimates

**These location and days of operation requirements may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or government furnished space changes deemed fair and reasonable by the administrative contracting officer.

***Denotes starting at (1) day a week, to be re-evaluated after (90) days.

PART 5

SPECIFIC TASKS

5.0 Specific Tasks:

5.0.1 Specific Task # 1:

The contractor shall provide the following services when fitting for or dispensing eyeglasses:

• Vendor shall fit the Veteran with the proper frame style for the Veteran and his/her prescription.

• Vendor shall determine the pupillary distance, segment height, and/or optical center height.

• Vendor shall troubleshoot any optical issues before sending the Veteran back to the eye clinic.

• Vendor shall fit and adjust glasses for the Veteran.

• Vendor shall perform minor repairs on glasses (i.e., adjust nose pads and screws and make other minor adjustments).

• Vendor shall educate Veterans on the advantages and disadvantages of different segment styles.

• Vendor shall only use VA sample frames as sample/trial frames. Sample frames shall not to be sold or issued to Veterans or used for repairs.

• Vendor shall wash/sanitize hands and all sample frames and surfaces used between each patient with VA approved sanitizer as part of infection control requirements.

• Vendor shall be required to obtain access to the VA’s ROE and enter prescription and patient measurements into the system. Vendor shall ensure that all information needed to fabricate the eyewear is included in the ROE.

• Vendor shall be required to maintain a high level of accuracy when entering orders into ROE.

Frequent optician errors shall be addressed by the vendor and additional training shall be documented.

• Vendor shall use the VA’s ROE unless it is not available. For offsite vendors, the offsite vendor shall fax orders to an onsite vendor location for order entry daily. Every faxed order shall include a cover sheet, location, and account number if not using the ROE system.

• In the event ROE is not operational, the vendor shall fax orders to the VISN 10/12 Optical Lab only on a contingency basis and only with the approval of the VISN 10 Acquisition and Utilization Specialist (AUS) Program Manager and/or COR.

• Vendor shall be required to obtain access to VISTA or Cerner (where appropriate) and add a comment to Veteran’s electronic consult indicating when the Veteran ordered glasses.

• As the VA’s electronic health record program, Cerner, is implemented at care sites, vendor shall be required to undergo required training to gain appropriate access and knowledge of the system. During training, the optical shop hours may be reduced to fulfill requirements for “go live”.

• Once the Cerner system is implemented, the vendor shall be required to maintain appropriate access and follow outlined procedures to ensure accurate eyeglass processing.

• Vendor may not batch orders for more than one day.

• Vendor shall respond to all voicemail, My HealtheVet/Cerner Messages from Veterans, and inquiries from Veterans, family members, or VA staff no later than 5:00 PM EST the following business day.

• Vendor shall offer a retail selection of frames, lenses, and add on options for Veteran to choose from at their own expense.

• If a Veteran is eligible for eyewear, he/she should choose from the collection provided from the VISN 10/12 Optical Lab. Vendor shall not attempt to “upgrade” eyewear by soliciting addons;

the addons must solely be at the request of the Veteran and may be provided by the vendor.

Any add on orders and agreements are between the Veteran and the vendor, and the vendor will manufacture/supply the upgraded eyewear.

• Vendor awarded this contract must enter into an agreement with the Veteran Canteen Service for sale of goods on Government property. This agreement will include a commission payment on retail sales to the Veteran Canteen Service. This refers to the eyeglasses sold to the Veteran that are NOT part of the VA benefits. The agreement with the Veteran Canteen Service is a requirement for any goods sold at VA facilities.

• Vendor shall ensure that the dispensary is open and staffed during the same hours as the servicing eye clinic, and for the minimum number of days per week established in section 4.0.3 of this PWS. Vendor shall also ensure vendor can provide services to patients commensurate with the Government provided estimates. Each site should be staffed with the appropriate number of qualified personnel to provide adequate services to the estimated number of customers as provided by the Government for each site. Dispensing sites that have two or more personnel shall be open during lunch period. Locations that have one personnel may be closed to meet legal requirements for lunch and breaks.

5.0.2 Specific Task # 2:

The contractor shall conduct the ordering, delivery and inspection function of the eyeglasses in accordance with the following:

• The VISN 10/12 Optical Lab will ship all completed eyeglasses to the appropriate location and include packing slips for verification. If discrepancies are found, the vendor must notify the VISN 10/12 Optical Lab within 24 hours after discovery of the discrepancy.

• The VA reserves the right to ship completed eyeglasses directly to the Veteran from the Optical lab. Contractor will be paid the lower rate when eyeglasses are shipped directly to the Veteran.

• Vendor will notify the Veteran when glasses are ready for pick up, no later than the next business day after delivery to the dispensary.

• Vendor will fit and adjust on site (preferred method) or mail glasses to the Veteran’s home if the Veteran requests them to be mailed. Vendor will be responsible for all shipping/mailing costs associated with eyeglasses that are not shipped directly to the Veteran by the VA. The vendor shall have a confirmation of delivery (i.e., UPS, FedEx with tracking number, or USPS certified mail (no signature required). Regardless of the dispensing method chosen by the Veteran, the vendor will document the dispensing date - or if mailed, the shipping date in VISTA or comparable VA software program. The vendor is responsible for tracking all packages until delivery.

• Any packages left in status other than delivered are the responsibility of the vendor to resolve within seven (7) business days of the expected delivery date.

• Vendor will provide the local Prosthetic service with a copy of the VISN 10/12 Optical Lab manifests and an invoice for dispensing fees. The dispensing fee invoice shall be in Excel format. The invoice must be typed and at minimum, list the Veteran’s last name, first name, the last four of his/her social security number, consult number and the date the eyeglasses were dispensed to the Veteran or shipped. This will be done for each individual pair of eyeglasses dispensed to the Veteran or shipped.

• Vendor is responsible for shipments sent to the VISN 10/12 Optical. All shipments will be sent via a carrier that can be tracked and must include a packing slip with patient’s name, last 4, optical shop account number, and a detailed description of items in the shipment.

• Vendor shall ensure that all information needed to fabricate the eyewear is included on the order form sent to the VISN 10/12 Optical Lab no later than 5:00 P.M. the following workday.

• Vendor will bring any quality issues to the attention of the VISN 10 AUS Program Manager and/or COR within 24 hours of receipt of the eyewear.

• Vendor will receive the prescription consultation from the optometrist and enter the prescription and patient measurements into the ROE system (where available). Vendor shall ensure that all information needed to fabricate the eyeglasses is included in the ROE system. The VISN 10/12 Optical Lab has access to the ROE system.

• Vendor shall use the VA’s ROE system unless it is not available. Vendor’s third-party, off-site locations may not have access to the ROE system. In those cases, the third party/off site vendor shall send orders to the onsite vendor’s location of choice, and the onsite vendor will be responsible for entering into the ROE system.

• ROE system will allow the optician to view the status of the eyeglasses, including whether they have been dispensed or shipped. Vendor can enter notes, including but not limited to special instructions to the lab using the ROE system.

5.0.3 Specific Task # 3:

The contractor shall provide to the COR or designee the following monthly reports, submitted via email, no later than five (5) business days following the end of the previous month:

o Patient Satisfaction Survey: A survey of which the contractor is required to develop and update as needed. The survey will be approved by the government prior to use. It will be provided and completed by at a minimum 50 patients a month per for each medical center and its associated CBOCs.

o Timeliness Report: Measure turnaround times from point of initial contact (fitting) to patient receiving eyeglasses. The report will include at a minimum the following:

o The report will include at a minimum the location, date of fitting, optical lab order date, receipt date from optical lab and date dispensed/mailed to patient.

o Quality Report: Evaluate any issues with eyeglass frames, lenses and document the findings, recommendations and actions taken (this report addresses common problem…