Questions and answers as of 11-29-23.docx

1. Will VA allow Veterans to select a hard or soft case, based on their preference? (SOW 1.4.1., 5.4.) Adding hard or soft cases into SOW Sections 1.4.1 and 5.4.

1. “Transitions Vantage” is no longer readily available in the commercial market. It is being phased out. If VA requires a similar product to be available, we suggest “Transitions XTRActive Polarized.” Is this acceptable? Adding Transition XTRActive Polarized into SOW Section 5.1.1.6.

1. The states within VISN 15 do not require opticians to obtain a state license. Therefore, it is outside of common commercial practice for opticians to obtain ABO certification in VISN 15. Would the VA consider a waiver of the ABO requirement, on a case-by-case basis, as long as the optician is trained, has 2 years of experience and is performing in accordance with the contract requirements? (SOW 2.1., 19 including sub-paragraphs) Yes, a waiver of the ABO requirement, on a case by case, will be allowed as long as the optician is trained, has 2 years of experience and is performing in accordance with the contract requirements.

1. Please confirm if VA required training will be allowed during normal business hours. Yes, VA required training will be allowed during normal business hours.

1. Basic Life Support training is not a commercial requirement for opticians. Requiring the opticians to provide medical care outside of their professional experience, while already on site in a VA hospital (where trained medical staff are already available) may not be in the best interest of VA patients. It may increase liability for the VA and the contractor. Will VA consider removing this requirement? (SOW 2.5.2.) The requirement for BLS training will be removed from SOW Section 2.5.2.

1. To our knowledge, no other VA eyeglasses contract requires optician coverage in less than 1 business day. Some are more than one business day. Will VA consider adjusting this requirement to 1 business day in order to align this solicitation with common VA practice? (SOW 3.4.) The requirement will be revised to 1 business day in the SOW Section 3.4.

1. The commercial market does not require optical labs to have licensed opticians performing eyeglasses inspections prior to shipment. Additionally, the States where VISN 15’s contract performance will occur do not require opticians to be licensed. The VA can easily achieve its quality requirements by enforcing the performance measures listed in the solicitation. Will VA consider removing the requirement for licensed optician oversight of final inspection in the optical lab? (5.3.1.) The requirement that licensed opticians must perform eyeglass inspections prior to shipment will be removed from the SOW Section 5.3.1.

1. Please clarify: Does the VA intend to provide opticians to perform service on the contract? If so, at what locations? (SOW 5.6.4., 5.6.5., 9.2) We expect the language used here originated from a VA solicitation where the contractor is not required to provide any opticians. Please also see SOW para 9.2. CVA does not intend to provide opticians to perform services. SOW Sections 5.6.4, 5.6.5 and 9.2 will be revised from “VA Optician” to “VA Clinician.”

1. Please confirm that the contract that results from this solicitation will not be linked to any current or proposed contract between the contractor and the Veterans Canteen Service (VCS). The contract that results from this solicitation will not be linked to any current or proposed contract between the contractor and VCS.

1. Paragraph 5.7 and its sub-paragraphs set conditions on any potential contract between the contractor and the Veterans Canteen Service. Later, in paragraph 19.10, the solicitation states the contract is not linked in any way to any VCS agreement. We expect the language used here originated from a VA solicitation where the contractor is not required to provide any opticians, and therefore would not likely obtain a VCS contract for retail services. Our suggestion is to remove this section entirely. If not, please clarify. The current solicitation and resulting contract base period of performance will not be linked to any current agreement with VCS. If there are any changes in the future, the language is paragraph 5.7 reflects that potential. No change to language in SOW. the contractor must have an agreement with VCS if they want to sell retail frames/glasses

1. If the anticipated contract is not linked with any VCS contract, we suggest VA removes the discussion of upgrades from SOW paragraph 14 “Warranty.” SOW Section 14, Warranty, will not be revised.

1. Please clarify this statement in paragraph 15: “The VA will ship the glasses using a carrier that can track the shipment.” Again, we expect the language used here originated from a VA solicitation where the contractor is not required to provide any opticians. Our expectation is that the contractor would be responsible for returning remakes to the lab, as needed, at contractor staffed optical shops. Please clarify. Contractor provided opticians will provide shipping that will have tracking package capabilities and the vendor will be responsible for returning remakes to the lab as needed.

1. Please confirm, will all questions submitted to the VA during the solicitation process be answered and then posted publicly? If not, what basis is the VA using to determine common interest? (Page 114) All questions submitted to the VA during the solicitation process will be answered and posted publicly.

1. Please confirm that all VA prescription changes will be processed by the VA issuing a new purchase order. All VA prescription changes will be processed by the VA issuing a new purchase order.

1. Do the photochromic plastic CLINs (XX20) include anything other than “Transitions Signature” or equal? This is brand Name or equal

1. Frame Sample Kit:

15. Please confirm if the sample kit being requested as part of the technical proposal should include 1 of each sample style listed in 6.3—so 85 total sample frames—or, as listed in 6.3, should include every color and size of each sample style offered.

15. If the latter, the sample kit will be significantly larger than 85 total samples—likely in the range of 200-300 sample frames, some of which may be redundant for the purposes of evaluation (same frame in different colors, etc).

15. 6.3 does state that “each available color must be represented if a frame catalog showing the colors is not available.” Should we take this to mean that the sample kit for evaluation should include the 85 styles, and documentation provided with all available colors and sizes other than what is physically present is acceptable? The sample kit being requested as part of the technical proposal for evaluation must include the 85 styles, and the frame catalog provided must show the available colors and sizes other than what is physically included in the sample kit.

1. The frame requirements listed under Semi-Rimless Unisex include a requirement for 2 frames where “At least one (1) frame must be in mid-range size such as 55m/56m.” Please confirm that one frame in this requirement must be either 55 or 56, not smaller or larger, and the other frame to meet the requirement may be any other size. Confirmed. Under the frame requirements listed in Semi-Rimless Unisex, one frame must be either 55 or 56, and the other frame provided to meet the requirement may be any other size. Corrected on the SOW through solicitation amendment

1. Please confirm if flex titanium frames with flex hinges can be supplied for the titanium with spring hinge requirement, as both temples flex to fit the patient’s face. Confirmed. Flex titanium frames with flex hinges can be supplied for the titanium with spring hinge requirement.

1. The Women’s Metal frame requirements state 8 total frames are required “in sizes 52 & 54 & 56”. Can this be clarified? Should it be 8 frames in the range of 52-56, as most other frame size requirements are formatted? Or must they be specifically those sizes? If specifically those sizes, how many at 52, how many at 54, and how many at 56? The correct sizes and quantities will be adjusted on the SOW through solicitation amendment

1. The Women’s Metal frame requirements state 4 total frames are required “in sizes 48 & 50”. Can this be clarified? Should it be 4 frames in the range of 48-50, as most other frame size requirements are formatted? Or must they be specifically those sizes? If specifically those sizes, how many at 48, and how many at 50? The correct sizes and quantities will be adjusted on the SOW through solicitation amendment

1. The Women’s Semi-Rimless frame requirements state 3 total frames are required “in sizes 52 & 54”. Can this be clarified? Should it be 3 frames in the range of 52-54, as most other frame size requirements are formatted? Or must they be specifically those sizes? If specifically those sizes, how many at 52, and how many at 54? The correct sizes and quantities will be adjusted on the SOW through solicitation amendment

1. Please confirm if Past Performance Questionnaire respondents are required to submit responses directly to VISN 15 contracting. Past Performance Questionnaire (PPQ) respondents are required to submit responses directly to the Contracting Officer.

1. Section II of the Past Performance Questionnaire asks respondents to submit the questionnaire to vernon.hoobler@va.gov. Should the VA point of contact be Gregory.McMillan@va.gov? If so, can VA provide an updated questionnaire? A corrected PPQ is included in this amendment. The VA point of contact has been corrected in the revised PPQ.

1. Is there a minimum number of Past Performance Questionnaires that are required with the offeror’s proposal? The minimum number of PPQs that is required for each offeror is 1.

1. Please confirm that the Service Contract Act and all related contract clauses do not apply to this solicitation or any resultant contract. The Service Contract Labor Standards do not apply to this requirement. See FAR 52.212-5.

1. Please confirm that the only opticians required are those expressly listed in the contract and that opticians added at future locations will be added to the contract through bilateral modification. Confirmed. The only opticians required are those expressly listed in the solicitation. Opticians added at future locations will be added to the contract via a bilateral modification.

1. P76 Section 3.5 Personnel Substitutions mentions “The Contractor shall notify the CO and COR in writing immediately (within 24 hours).” Would the government consider changing this to one (1) business day? Doing so will ensure the contractor is not held accountable for delays when the VA itself is closed, including on Federal Holidays. As it is written, in some circumstances, the contractor will not be able to meet this standard through no fault of its own. The requirement will be revised to 1 business day in the SOW Section 3.5. through solicitation amendment.

1. The solicitation appears to have some discrepancies between the staff requirements in the price schedule, when compared to the work statement (paragraph 3.0). Assuming the work hours listed in the schedule, when divided by 2080, provide the number of required opticians, we see the following potential discrepancies:

27. The price schedule for Kansas City appears to request 6 opticians. Paragraph 3 of the work statement shows 3 (or 4 if you add Lenexa). The price schedule is correct. SOW section 3.0 will be revised.

27. West Plains is not listed in paragraph 3.0 of the work statement. West Plains is a future location. The number of opticians needed is TBD and will be added to the contract at a later time through a bilateral contract modification.

27. Jefferson City is not listed on the price schedule. Jefferson City is a future location. The number of opticians needed is TBD and will be added to the contract at a later time through a bilateral contract modification.

27. Should Leavenworth be listed under Kansas City on the price schedule? The price schedule is correct. SOW section 3.0 will be revised to show that Leavenworth is independent.

1. Work Statement paragraph 29.2 states: “In no event will the VA pay for hours that exceed the total number of hours specified in the contract price schedule for the period of performance (base or option year).” What does the VA intend to do if the worked hours will exceed the line item estimate before the end of the year? Overtime, i.e., hours that exceed the total number of hours specified, must be pre-approved by the CO or COR prior to the needed date and time. In the instance where there are pre-approved overtime hours, VA will pay for those hours through a bilateral modification to the contract.

1. Please confirm that material changes to the work statement, or other contractual requirements, such as optical shop hours or optical shop locations, will be negotiated through a bilateral contract modification. Confirmed, material changes to the work statement or other contractual requirements will be negotiated through a bilateral modification to the contract.

1. Would the VA be willing to provide a fax line in each optical shop? It is very difficult for contractors to coordinate the installation of fax lines inside VA facility optical shops. VA will provide connection point access. Vendor will provide the equipment.

1. P96 section 21.1 mentions “Staffing will be adequate so that all calls or e-mails are answered or responded to not later than 1-hour after being placed by VA”. It may be unreasonable to require the contractor to respond to all emails within 1 hour. Would the VA consider changing this requirement to responding to time-sensitive phone calls within 1 hour? The requirement will be revised in SOW Section 21.1 to require that all phone calls are responded to not more than 2 hours after being placed and all emails are responded to not more than 1 business day after being sent.

1. P102 section 26.1.1.7 mentions “Standards for conduct shall mirror those prescribed by current federal personnel regulations.” Can the VA provide the referenced current federal personnel regulations or revise this requirement? Alternatively, VA could remove this requirement as other sections of the solicitation establish requirements for contractor code of conduct and rules of behavior. The current federal personnel regulations will be provided to the contractor prior to the start of performance.

1. Will VA allow the contractor to use an online customer survey, in addition to the paper copy required by contract? In our experience, multiple survey methods help to increase the number of responses from Veterans. And regardless of survey type, all responses can be easily compiled and reported to VA, in accordance with the solicitation reporting requirements. VA will allow the contractor to use an online customer survey in addition to the paper survey required by the solicitation.

1. Please confirm if the lens type being requested on all bifocal CLINs and sub-CLINs (complete pair and lens only) is FT28. Confirmed. The lens type being requested on all bifocal CLINs and sub-CLINs is FT28.

1. Please confirm if the lens type being requested on all trifocal CLINs and sub-CLINs (complete pair and lens only) is 7x28. Confirmed. The lens type being requested on all trifocal CLINs and sub-CLINs Is 7x28.

1. Currently, safety frames are included in CLIN’s 0001, 0002, 0003, and 0004 (base and option years). Similar to Titanium frames, safety frames are most appropriately included in the schedule as an add on, in order to minimize cost to the VA. Would the VA consider adding CLINs to the schedule for safety frames? No, add-on CLINs will not be added to the price schedule for safety frames.

1. P66. Section 1.4.1 mentions “In addition, when requested by VA prism up to 6-diopters and tints are to be included at no additional charge to VA.” However, CLIN 0013 just says “Prism”. Please clarify: are the price schedule CLINs for prism for orders over 6 diopters? CLIN 13 is up to + or - 8 diopters and CLIN 14 is + or - 9 diopters and above, SOW and price schedule will be adjusted accordingly.

1. P66 Section 1.4.1 mentions tints must be provided at no charge. However, there are CLIN’s for both glass (0017) and plastic (0018) tints. Please clarify. Tints will be removed from SOW Section 1.4.1.through solicitation amendment.

1. The work statement requirements for lenses, starting on page 77 list a required high index range of 1.60 to 1.74. The price schedule add on CLINs are for high index in 1.56, 1.67 and 1.74. Please clarify. Our suggestion is to add CLINs for 1.60 high index and to revise the work statement range to 1.56 to 1.74. The SOW will be revised to include a range of 1.56 to 1.74 for high index lenses and a LIN will be added to the price schedule for 1.60 high index with an estimated quantity of 1.

1. Please clarify which locations and future locations are anticipated to be within the scope of the contract to provide prescription glasses and licensed opticians and/or optician services. Three separate sets of numbers are listed: D.1.1.1 lists 18 sites (14 current and 4 future) at which the contractor is to provide prescription glasses and licensed optician services; D.1.3.1 lists 16 sites (13 current and 3 future) at which the contractor will be required to provide ABO certified opticians; and, .1.12.3.1 states that there are currently 14 VA Optical Shops in VISN 15 with no opticians or services mentioned. answered in question 28.

1. The Jefferson City CBOC is listed as a future site D.1.3.1 whereas .1.1.1 does not denote the Jefferson City CBOC as a future site. Please clarify the Jefferson City Eye Clinic status? answered in question 28.

1. D.1.1.1 future sites include Northland Super CBOC as well as an untitled location in Rolla, MO—both of which are not included in the list of locations in D.1.3.1. Does this mean that the contractor should not be expect to provide optician services to the Northland Super CBOC and Rolla locations should they open? answered in question 28

1. D.1.19.10 states that the contract is not linked to any retail sales agreement with the VCS however D.1.5.7 states that “the Contractor shall offer Veteran beneficiaries the option to privately pay to upgrade their lenses….(as well as) privately pay for second pairs.” Would the privately paid upgrades and second pairs be considered retail? And if so, wouldn’t a VCS agreement need to be in place with the Contractor in order to provide such upgrades and second pairs? answered in question 10

1. Per D.1.6.4, all frames must have spring hinges. This is a very restrictive requirement and often prevents the Contractor from offering better quality frames—especially with metal and titanium frames. Will the Contracting Office please change the requirement to allow for frames without spring hinges upon approval of the Agency? If the Agency and Contracting Office approve frames without spring hinges, will the solicitation be updated to allow for the Contractor to include frames without spring hinges in the sample kit? answered in question 18.

1. For clarification, when calculating the annual estimate of the total number of eyeglasses and lens pair orders, should the total quantities of line items 1-8 plus the quantities of the add-on high index lenses (LINs 21-23) be added together or just LINs 1-8? Just LINs 1-8.

1. If the total quantities of glasses and lens pairs is equal to the sum of LINs 1-8, how should the reduction in quantities of CR39, polycarbonate, glass, and Trivex estimates be reconciled with relation to the number of high index add-ons ordered since a lens cannot be CR39, polycarbonate, glass, or Trivex AND be a high-index. The quantities are estimates only, the government cannot anticipate how an increase or decrease of usage of one line item will affect add-on line items.

1. How will the total price for an order with high index lenses be calculated, i.e. onto what will the ‘add-on’ price be added? “High Index” and “ADD-ON” will be calculated separately.

1. Please confirm the quantity units for FT 35 bifocals, glass tint, plastic tint, photo-gray, photochromic, all high-index lenses, Varilux comfort & physio, and anti-reflective coating should be changed to ‘pairs’ or if it they are currently correct with unit values of ‘each’. FT 35= PAIR

PHOTOCHROMIC=PAIR

All other LINS should be EACH

1. D.1.5.1.1.1 – 4 state that the contractor must provide lenses “with refraction values up to and equal to 1.60 to 1.74,” however the price schedule does not provide any estimates for 1.67 index lenses. Please add a line item price for 1.67 index lenses in single vision, bifocal, trifocal, and progressive or remove the requirement for the contractor to provide 1.67 index lenses? Already answered in question 40.

1. If the Offeror has an SBA-certified mentor-protégé agreement in place, will the VA also evaluate the experience of the Offeror’s Mentor with regards to E.12? Yes, for Small Business Procurements, Agencies Must consider the past performance of joint venture, and/or mentor-protégé members. SBA’s regulations require that the procuring agency consider the past performance of each joint venture, and/or mentor-protégé member per 13 C.F.R. 125.8(e) and FAR 15.305 which “permits, but does not require, procuring agencies to consider the experience and past performance of these additional entities and personnel in evaluating an offeror’s past performance.”

1. Section 5.1.1.6 regarding Photochromatic Lenses states several types of Transitions brand lenses including Signature, Xtractive, Vantage (which is now called Xtractive Polarized), and Drivewear. However, the price schedule only has 1 CLIN for “add-on: Photochromatic”. Because these Transitions lens types are sold by the manufacturer at different prices (i.e. Xtractive is more expensive than Signature), can VA please provide separate CLIN’s for each lens type so that offerors can bid appropriately? The transitions requirement is a brand name or equal line item. The offeror should provide a proposal that best fulfils the requirement to the best of their ability and interpretation of what equal is.

1. Will the VA consider the offerors CPAR’s as part of the evaluation process? Yes, CPARS is mandatory to utilize when evaluating past performance

1. Will the VA consider the offeror’s capacity for performance of the requirements of VISN 15 in light of current contractual obligations and production capacity? No

1. In an effort to prevent unbalanced and unrealistically low pricing being provided by any offerors will VA please consider the inclusion of a price realism clause to the solicitation (e.g. FAR 15.404-1(d)? No, the clause will not be added

1. Can VA please ask the incumbent on this contract for the current wages of the opticians, or an overall average, so that offerors can include an appropriate wage for optician services in their proposals? No, the current pricing is proprietary to that contract holder.