36C25721R0087 - Conformed Solicitation 0001.docx

36C25721R0087

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

None

36C25721R0087 07-02-2021 Lindsey Hooge 254-899-6042 08-02-2021 10:00

CDT

Department of Veterans Affairs Network Contracting Office 17 2002 Scott Blvd.

Temple TX 76504

X

339115 1000 Employees

N/A

As directed in individual orders.

Department of Veterans Affairs Network Contracting Office 17 2002 Scott Blvd.

Temple TX 76504

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791

(512) 460-5540

Contractor to provide Prescription Eyeglasses and Optician Services to VISN 17, as described herein.

See Performance Work Statement for specific details.

Base Period of Performance: 5-Years Optional Period of Performance: 5-Years

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

TBD Individual Task/Delivery Order

Lindsey Hooge

VA-VHA-2021-781C9D52

Table of Contents

36C25721R0087

SECTION B - CONTINUATION OF SF 1449 BLOCKS

Page 1 of Page 1 of B.1 CONTRACT ADMINISTRATION DATA (Continuation from Standard Form 1449, Blocks 5 – 18)

1. CONTRACT ADMINSTRATION: All contract administration matters will be handled by:

a. CONTRACTOR:

Name: _____________________________________________

Address: ____________________________________________

City/State/Zip: ________________________________________

TAX ID # ___________________

DUNS # ____________________

Point of Contact: _______________________________________

E-Mail: _______________________________________________

Phone Number: _________________________________

Fax Number: ___________________________________

b. GOVERNMENT:

Lindsey Hooge, Contracting Officer (CO) Department of Veterans Affairs Network Contracting Office 17 2002 Scott Blvd., Temple, TX 76504 Phone: 254-899-6042 Email: Lindsey.Hooge@va.gov

Susan Flores, Contract Specialist (CS) Department of Veterans Affairs Network Contracting Office 17 5441 Babcock Road, Ste. 302 San Antonio, TX 78240 Phone: 210-616-8443 X6307 Email: Susan.Flores2@va.gov.

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 [ ] 52.232-34, Payment by Electronic Funds Transfer – Other than System for Award Management [ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All invoices shall be submitted as described in PWS paragraph 12 and 13

5. CONTRACT MODIFICATIONS:

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

6. CONTRACTING OFFICER’S REPRESENTATIVE:

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

7. TYPE OF CONTRACT/AUTHORITY:

The Government intends to enter into a single firm fixed-price indefinite delivery indefinite quantity contract for the required prescription eyeglasses and optician services.

8. CONTRACT PERFORMANCE:

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

Optician Services shall be ordered/issued via Task Order. Contractor shall be required to provide Optician Services as required in accordance with the individual Task Order issued.

9. SOLICITATION/CONTRACT:

This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Parts 12 and 15. An official copy of the FAR can be obtained at https://www.acquisition.gov/far/.

10. POST AWARD ORIENTATION (Awards over $1M):

The Contracting Officer will schedule a post award orientation conference for contract orientation purposes as required by Procurement Policy Memorandum (PPM) 2019-01, which is available at http://www.va.gov/oal/docs/business/pps/ppm201901.pdf.

11. STATUS AS INDEPENDENT ENTITIES:

None of the provisions of this contract are intended to create or shall be deemed or construed to create any relationship between VA and the Contractor other than that of independent entities contracting with each other solely for the purpose of effecting the provisions of this contract. Neither VA nor the Contractor, nor any of their respective agents, employees or representatives, shall be construed to be the agent employee or representative of the other.

12. NON-SOLICITATION:

Neither the Contractor nor any employee, agent or subcontractor of the Contractor shall solicit or attempt to convince or otherwise persuade any veteran not to participate or to discontinue participation in the services provided under this contract.

13. ALTERNATE SECURITY LANGUAGE IN LIEU OF UPDATED VAAR DATA SECURITY CLAUSE FEBRUARY 2012:

Any contractor and/or subcontractor retained to do work for VA under this contract that requires the access, use, storage, modification, or transmission of VA Sensitive Personal Information (SPI) must follow and adhere to the security controls, enhancements, compensating controls, protocols, regulations, and VA directions as the Contracting Officer (CO) shall direct, including, but not limited to those derived from the Federal Information Security Management Act (FISMA), OMB Circular No. A-130 and VA Handbook 6500/6500.6. The contractor must report any data breach according to the protocols and timeframes in HB 6500.

If any contractor/sub-contractor retained to do work for VA under this contract requires access, use, etc., of VA SPI as aforesaid, and if an actionable data breach occurs because of the contractor/subcontractor’s acts, omissions, or negligence in following the VA-directed security controls, enhancements, compensating controls, protocols, and/or measures, including, but not limited to the sources above, the contractor/subcontractor is further subject to the statutory requirement to assess liquidated damages against contractors and/or subcontractors under 38 U.S.C. §5725 in the event of a breach of Sensitive Personal Information (SPI)/Personally Identifiable Information (PII). Said liquidated damages shall be assessed at $37.50 per affected Veteran or beneficiary. A breach in this context includes the unauthorized acquisition, access, use, or disclosure of VA SPI which compromises not only the information’s security or privacy but that of the Veteran or beneficiary as well as the potential exposure or wrongful disclosure of such information as a result of a failure to follow proper data security controls and protocols.

Secure Fax: All faxes should contain the following language: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

14. PRIVACY AND CONFIDENTIALITY:

Contractors to the Department of Veterans Affairs may be exposed to sensitive information. Information may be overheard, seen on documents or electronic devices, or observed that could potentially violate the privacy and confidentiality of our Veterans, employees, volunteers and their families. Regulations such as, but not limited to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Freedom of Information (FOIA) and Privacy Act of 1974 have been enacted to protect sensitive information from being improperly disclosed. Information should not be divulged or released to anyone unless specifically authorized by this contract or its attached documents accordance with the contracted services. Failure to comply with applicable statutes and regulation can result in the termination of this contract and civil and criminal penalties, including fines and imprisonment. All suspected or actual breeches of privacy and confidentiality should be reported immediately to the Contracting Officer, Contracting Officer’s Representative (COR) or the Facility Privacy Officer.

15. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE SYSTEM (CPARS):

As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceeds the simplified acquisition threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, the Contractor Performance System (CPARS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies.

Each contractor whose contract award is estimated to exceed the simplified acquisition threshold is required to register with the NIH CPS database at the following web address: http://www.cpars.gov/ Training and help in registering can be obtained by contacting the point of contact information listed at this website and the hyper-link for training or by phone at 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

The Duncan Hunter National Defense Authorization Act of 2009 (Public Law 110-417) was enacted on October 14, 2008. Section 872 of this Act required the development and maintenance of an information system that contains specific information on the integrity and performance of covered Federal agency contractors and grantees. The Federal Awardees Performance and Integrity Information System (FAPIIS) were developed to address these requirements. FAPIIS is a distinct application that is accessed through the Past Performance Information System (PPIRS) and is available to federal acquisition professionals for their use in award and responsibility determinations. FAPIIS provides users access to integrity and performance information from the FAPIIS reporting module in the Contractor Performance Assessment Reporting System (CPARS), proceedings information from the Central Contractor Registration (CCR) database, and suspension/disbarment information from the Excluded Parties List system (EPLS).

16. BUSINESS ASSOCIATE AGREEMENTS:

Contractor will be required to sign a Business Associate Agreement with the Department of Veterans Affairs Health Administration (Attachment 3).

Performance Work Statement (PWS)

PRESCRIPTION EYEGLASSES

1. SCOPE:

1.1. The Department of Veterans Affairs (VA), Veterans Integrated Services Network (VISN) 17, VA Heart of Texas Healthcare Network, has an ongoing program to provide eyeglasses and associated optician services to veterans. VA anticipates award of an Indefinite Delivery/Indefinite Quantity contract on a firm-fixed price basis from this solicitation for the VISN 17. VA anticipates that ordering period one (1) will be five (5) years with an optional ordering period two (2) of an additional five years. The total duration of the contract will not exceed ten (10) years.

1.2. The awarded contract is intended for use by different VA Health Care Systems (Medical Centers and Outpatient Clinics) located within VISN 17. Each VISN 17 VA Health Care System is responsible for ordering Eyeglasses and associated components via the Government purchase card. VA reserves the right to designate Ordering Officers in accordance with VA procedures and policies. Optician services shall be ordered via task order. A health care system-by-health care system breakdown is included in paragraph 1.4 VISN 17 Prosthetics Sensory Aid Service (PSAS) and Dispensary Facility Addresses. Contractor to provide eyeglasses according to the contract specifications for beneficiaries of the Department of Veterans Affairs Centers in VISN 17, which is outlined below. VISN 17 anticipates a demand of 181,244 eyeglasses the first year of the ordering period with increases annually as the following table indicates.

1.3. DELIVERY:

1.3.1. The contractor shall deliver all items no later than SEVEN (7) BUSINESS DAYS after receipt of prescription/order issued by Government authorized personnel against the contract.

1.3.2. Delivery of eyeglasses shall be to the designated address of the veteran or contracted ordering facility, as indicated on the prescription and or order issued by the Government (CPRS Prosthetics ‘Eyeglass’ consult/VA Form SF 513 – see Attachment 3).

1.3.3. All eyeglasses shall be delivered as directed on the purchase order and delivery shall be made using trackable means.

1.3.4. The contractor shall notify the VA Prosthetic Representative via fax 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 twenty-four (24) hours as specified above constitutes receipt of an order.

1.3.5. Within 24 hours after contractor receipt of a delivery order, the Contractor shall be responsible for informing the Contracting Officer and Contracting Officer’s Representative 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. The contractor’s failure to notify the Contracting Officer and Contracting Officer’s Representative will not be considered an excusable delay.

1.3.6. There may be occasion for the Government to request receipt of an expedited delivery in accordance with paragraph 6.1. In such cases, the ordering activity shall telephonically contact the contractor and notify the contractor of such a requirement. On such occasions the government will be responsible for actual additional expedited shipping charges.

1.4. VISN 17 Prosthetics Sensory Aid Service (PSAS) and Dispensary Facility Addresses and Projected Addresses:

Amarillo, TX

806-355-9703x17052 Randall.Thompson2@va.gov

Rm 289 Fitting and Dispensing

Randall Thompson 806-355-9703x17052 Randall.Thompson2@va.gov

Big Spring, TX 300 Veterans Blvd.

Big Spring, TX 79720 Karen Davila 432-263-7361 x5078 karen.davila@va.gov

Dallas, TX 4500 South Lancaster Road Dallas, TX 75216

KAREN ROGERS

214-857-0543

KAREN.ROGERS@VA.GOV

Bonham, TX 75418

KAREN ROGERS

214-857-0543

KAREN.ROGERS@VA.GOV

Tyler, TX 75703

KAREN ROGERS

214-857-0543

KAREN.ROGERS@VA.GOV

Ft. Worth, TX 2201 S. E. Loop 820 Fort Worth, TX 76119

KAREN ROGERS

214-857-0543

KAREN.ROGERS@VA.GOV

Garland, TX 2300 Marie Curie Blvd.

Garland, TX 75042

KAREN ROGERS

214-857-0543

KAREN.ROGERS@VA.GOV

San Antonio, TX 8410 Data Point San Antonio, TX 78229 Esther Duarte 210-617-5300 x15623 Esther.Padron@va.gov

San Antonio, TX

210-617-5300 x15623 Esther.Padron@va.gov

210-617-5300 x15623 Esther.Padron@va.gov

Temple, TX 76504-7451 Richard Punger 254-297-3532 Richard.Punger@va.gov

254-297-3532 Richard.Punger@va.gov

Austin, TX

254-297-3532 Richard.Punger@va.gov

Harlingen, TX 2601 Veterans Drive Harlingen, TX 78550 Cory Dressler 956-291-9000 X69091 Cory.Dressler2@va.gov

El Paso, TX 5001 North Piedras Street El Paso, TX 79930-4211 Annie Carnes 915-564-7960 Annie.Carnes@va.gov

Kerrville, TX

210-617-5300 x15623 Esther.Padron@va.gov

2. SERVICES/SUPPLIES:

2.1. Sample kit: Consisting of each frame model and 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 contract award).

2.1.1. Sample kits for each healthcare system are to be sent to addresses outlined in section 1.4 above.

2.1.2. Sample kits shall be new and not considered part of inventory.

2.1.3. Frame selection will include a mix of metals with plastic, spring hinges with a variety of color and quality. At a minimum the following frame mix shall be a part of the contractor’s frame selection: 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 titanium frames for both men and women need to be part of the mix of metal frames with 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).

2.2. Repair kit: Contractor shall provide each participating facility a repair kit consisting of replacement screws and nose pads and the tools necessary for those repairs to contracted frames and shall be restocked at no additional cost to the government within fifteen (15) calendar days after award).

2.3. Display Rack and Tray: Contractor shall provide each participating healthcare system outlined in section 1.4 above with display racks and eyeglass tray (these items to be delivered to each facility at no additional cost to the government within fifteen (15) calendar days after award). Any vendor owned equipment and/or supplies left onsite will be disposed of 30 days after the end of the last Ordering Period.

2.4. Eyeglass Care and Cleaning: Contractor shall provide an insert with each facility delivery 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 within VISN 17 dependent upon beneficiaries added. The volumes or amounts shown in the awarded contract are estimates only.

Verification of prescription and delivery to the veteran or VA shall be documented in a report and provided in accordance with Section 9.1

Contractor shall not add or substitute components or alter the veteran’s prescription in any way without prior approval and written authority from the prescribing clinician.

All items provided by the contractor shall be new.

Any proposed substitutes for, or changes to, the approved frame selection must be approved in writing by the VA facility COR.

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 Ophthalmic Lenses – Recommendation” ANSI Z80.1 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. Glass ophthalmic lenses shall be chemically strengthened for impact resistance. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form, unless positive cylinder form is specified for the order. All lenses shall be UV Coated at no charge to the government.

4.2. Single Vision Lenses – Lenses shall be available in glass, plastic, polycarbonate, and high index (1.60-1.74) materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of single vision lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. All lenses shall be placed in frames unless otherwise requested.

4.3. Bifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, and high index (1.60-1.74) materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of 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. For bifocal vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments. All senses shall be placed in frames unless otherwise requested.

4.4. Trifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, and high index (1.60-1.74) materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of trifocal lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. For trifocal vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments. All senses shall be placed in frames unless otherwise requested.

4.5. Progressive Lenses – Lenses shall be available in glass, plastic, polycarbonate, and high index (1.60-1.74) materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Progressive lens style/layout shall be the same for all materials. Progressive style shall be considered “soft” in design. Construction of lenses shall include spheres, plano-cylinders, an sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available. Non-adaptive would be replaced by lined bifocals or trifocals at no charge to the VA. All senses shall be placed in frames unless otherwise requested.

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 at any time during ordering period one or ordering period two, the contractor shall provide the Contracting Officer with an approved substitute frame within two (2) business days after the contractor becomes aware of the discontinuance of the frame. All frames offered by the contractor shall be listed in either Frames/fax or frame catalogs and not be on any discontinued models. New frame samples shall be provided if samples wear out or substitutions need to be made. When fulfilling prescriptions, the contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses.

5.2. Privately owned 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/breakage of privately owned frames at no cost to the VA or beneficiary.

6. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE:

6.1. The Government may request delivery be made either to the facility or directly to the Veteran at the discretion of the medical facility. All deliveries should be sent by United States Postal Service (USPS) 1st class mail and/or other certified means in appropriate packaging to protect the contents. In the event the Government desires expedited delivery, the ordering activity shall telephonically contact the contractor and inquire into an estimated delivery schedule. The contractor shall respond to the expedited delivery schedule request within 24 hours. Any additional costs incurred by the contractor for meeting this requirement shall be negotiated in advance on a case by case basis and stated in the individual delivery order. Upon direction of VA, delivery of eyeglasses may be directly to Eye Clinic, to Prosthetic Sensory Aid Service or to the patient’s place of residence (at no extra charge to the Government for routine delivery to any of the above destinations).

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

6.3. The Government will submit all available orders to the Contractor on a daily basis. 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. No fabrication of glasses shall begin prior to receiving a purchase order number from Prosthetics.

6.4. If there is a backorder on any frame style, the contractor must contact the VA no later than 24 hours after contractor is notified by frame manufacturer/supplier. The contractor will offer the VA substitute of equal or higher quality. If acceptable to the VA, the substitute may be made part of the contract with bilateral concurrence. A sample of the substitute should be sent to the VA as a no-charge addition to the sample frame kit if that frame was not already part of the sample collection.

6.5. 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. Manufacturers’ warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and also 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 warranty 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. If eyeglasses are returned to the contractor for correction of a problem due to contractor error, the corrected glasses shall be returned to the VA facility within three (3) business days of receipt of the defective glasses.

6.6. The Contractor shall immediately notify all affected VAMCs and contracting activities 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 include:

· A complete item description, identification.

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

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

· Instructions for appropriate corrective action.

6.7. 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.

6.8. A waiver/exception to the product and service delivery requirements states above may be granted on a case-by-case basis by a local VA Prosthetic Representative and/or Contracting Officer Representative (COR).

6.9. Quality Assurance: The contractor shall submit the following reports to the ordering VA:

Weekly (every Monday for the previous week)

1. Work in progress, report shall be submitted in accordance with Paragraph 10.1.3.1

2. Shipping List

3. Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards)

4. Average in-lab process time Monthly (by the fifth (5th) day of each month for the previous month)

1. Number of eyeglasses returned due to lab error

2. Breakage/Spoilage rate

3. Average in-lab process time

4. Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards)

5. In those cases where the eyeglasses are mailed directly to patients’ residences, delivery confirmations and tracking information shall also be included.

7. DIRECT DELIVERY TO VETERANS:

7.1. In the event the requesting medical facility/CBOC requests delivery directly to the Veteran, the VA will need confirmation of deliveries and does not desire any additional warranty in relation to this type of delivery. Any individual claims by the Veterans of non-receipt of delivery may require the Contractor to respond to the VA with proof of shipment.

8. ON-SITE FITTERS/OPTICIANS:

8.1. Optician Qualifications: Personnel assigned by the Contractor to perform the On-Site Fitters (Optician) services covered by this contract shall:

8.1.1. The Optician must have an American Board-Certified Optician License to perform these services and be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia. If a particular state does not require an American Board-Certified Optician, the Optician must abide by the State Licensing Requirements. Proof of state licensing requirements must be provided to the Contracting Officer.

8.1.2. Be proficient in spoken and written English language (38 U.S.C. 7401).

8.1.3. Be computer literate because patient documentation is directly entered in the patient’s electronic medical record.

8.1.4. All contract opticians will have access to patient healthcare information (PHI) and to the VA information System (VistA).

8.1.5. The contract optician must be capable of submitting invoices via electronic encryption transmission, the appropriate VAMC and/or centralized Prosthetics Purchasing Department as specified on the purchase/delivery order.

8.1.6. The contract optician shall have access to and document all activities where applicable to job duties into CPRS.

8.2. Provision of space for the Optician will be provided by each VA facility and CBOC for which a task order is issued. 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 for the Government to their work in progress software for Government tracking purposes.

8.3. The contractor shall supply a licensed Dispensing Optician as required per task order to each VA Medical Center and associated CBOCs in the VISN five days a week, Monday through Friday.

8.4. Optician Duties:

· The Optician will take all necessary facial and frame measurements to order eyeglasses 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 changes of prescription be required, the Optician will direct the Veteran to their prescribing physician as the prescribing physician must enter a new consult reflecting changes as required.

· The Contract Optician cannot change prescription at any time.

· The 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 Optician will be responsible for measuring, ordering, and adjusting glasses as needed.

· The Optician must perform lensometry to verify accuracy of prescription, and adjustments to verify proper alignment of lenses.

· Services include but are not limited to eyeglass selection, ordering, dispensing and repairing. The Optician must also be able to verify eyeglass prescription specifications provided by the VAMC Eye Clinic. No examinations are required.

8.5. The Contractor shall be required to submit the following within 30 business days after task order award:

· Optician Resume

· Optician Licenses

· Other information required for Optician Background Investigations

8.6. 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.

8.7. An On-Site Fitter, (Optician) is currently projected to be required as follows (To be ordered via task order):

Amarillo, TX 79106 8:00am – 4:30pm (CENTRAL)

Big Spring, TX 79720 8:00am – 4:30pm (CENTRAL)

Dallas, TX 75216 8:00am – 5:00pm (CENTRAL)

Bonham, TX 75418 8:00am – 4:30pm (CENTRAL)

Tyler, TX 75701 8:00am – 4:30pm (CENTRAL)

Fort Worth, TX 76119 8:00am – 4:30pm (CENTRAL)

Garland, TX 2300 Marie Curie Blvd.

Garland, TX 75042 8:00am – 4:30pm (CENTRAL)

San Antonio, TX 78229 8:00am – 4:30pm (CENTRAL)

San Antonio, TX 9939 State Hwy 151 San Antonio, TX 78251 8:00am – 4:30pm (CENTRAL)

Temple, TX 76504-7451 8:00am – 4:30pm (CENTRAL)

Harlingen, TX 78550 8:00am – 4:30pm (CENTRAL)

El Paso, TX 79930-4211 8:00am – 4:30pm (CENTRAL)

Any 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.

8.5 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.

8.6 No work can be performed at a VA facility by the (Fitter) Optician without initiation of a background investigation, regardless of whether or not the background investigation delays the effective date.

8.7 The contractor is responsible for ensuring proper/ planned coverage for fitters in the event of sick leave, planned vacations. In the event of non-availability of contract fitter(s) for more than one work day, the contractor will immediately 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. Within 30 business days of task order award, but prior to the effective start date of the task order, the contractor will identify both the customary staff fitter(s) and a backup staff fitter to allow all background 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 workday or less. The Contractor will inform the COR(s) at a minimum by e-mail.

8.8 All employees assigned as fitters shall complete annual training required by VHA policy including privacy/HIPPA training, cyber security 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 all fill-in personnel.

8.9 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. When contract employees exit, the applicable VA specified COR will contact the Information Rights Management (IRM) help desk and request disabling of the contract fitter(s) access/password.

8.10 Holidays: The eleven holidays observed by the Federal Government are:

And any other day specifically designated as a national holiday by the President of the United States.

Contractor employees to include subcontractors are not required to work on federal holidays or any other day specifically declared by the President of the United States to be a national holiday.

*** “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.

9. RETAIL CONCESSION AGREEMENT WITH VETERANS CANTEEN SERVICE (VCS): Contractor shall enter into a retail concession agreement with the Veteran’s Canteen Service (VCS).

9.1. Sale of any additional eyewear purchases external to the dispensing, fitting and repair of eyewear under this contract to patients will be made at the expense of the Veteran and will not be billed as part of this contract. This includes possible upgrades to VA provided eyewear, as well as the purchase of eyewear not provided by the VA. The contractor is prohibited from recommending upgrades or services to Veterans but may acknowledge their availability.

9.2. Additionally, the contractor’s concessionaire agreement with the Veteran’s Canteen Service will handle upgrades to the standard frame and lenses provided through the VA for eligible Veterans, as well as services for ineligible Veterans, Veterans’ families, and VA employees and families, at their own expense. For the eligible Veterans who are seeking upgrades (special frames, tinting, etc.) not provided by VA prescription, the concessionaire agreement would provide an opportunity for the Veteran to obtain and pay for these upgrades. It also allows an alternative for the ineligible Veteran, Veteran’s families and VA employees, at their own expense.

10. QUALITY ASSURANCE SURVALENCE PLAN (QASP): 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 by the COR at least annually and revised as necessary. The Contractor shall present their Quarterly Quality Assurance Measures / Data / Outcomes at our Quarterly Assurance Meetings.

10.1. REPORTS: All reports shall be submitted ELECTRONICALLY in Excel format and be properly encrypted to ensure the confidentiality of all patient Protected Health Information (PHI) and Personal Identifiable Information (PII).

10.1.1. QUARTERLY REPORTS:

10.1.1.1. Contractor shall provide to the Contracting Officer's Representative (COR), a quarterly report on their customer satisfaction surveys in accordance with section 11.1.2 to include outline of any specific issues/problems for that quarter along with their solutions to correct any issues.

10.1.1.2. 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…