36C25724Q0821_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

POINT OF CONTACT*

Contract Specialist Matthew G. Clements matthew.clements2@va.gov

Please email only

PLACE OF PERFORMANCE

7400 Merton Minter Street

(Please see sources sought for each location)

San Antonio TX

ADDITIONAL INFORMATION

DESCRIPTION

Please see below sources sought for VISN 17 Optician Services.

Purpose and Objectives: This is a sources sought notice for market research purposes only to determine the availability of potential small businesses with capabilities to provide the services described below. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. This is a Sources Sought Notice only. The information gathered from this request is for information and planning purposes only and will not be released. This does not constitute a solicitation. No solicitation is currently published, pending, or available. If a solicitation is issued, it will be issued at a later date. Responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this Sources Sought Notice.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

NAICS code: 621320 - Offices of Optometrists and the size standard is $9M.

NOTE: Respondent claiming SDVOSB and VOSB status must be registered in VETCERT.

Place of Performance: The intended multiple awarded contracts are intended for use by different VA Health Care Systems (Medical Centers and Outpatient Clinics) located within VISN 17. See table 1.4 of the PWS.

Anticipated period of performance: VA anticipates that ordering period one (1) will be five (5) years with one (1) 5-year optional ordering period. The total duration of the contract will not exceed ten (10) years.

Information sought: Response to this announcement shall not exceed 10 pages and should include the following information:

(1) A tailored capability statement indicating the firm’s ability to provide the services required in the Performance Work Statement (PWS). The firm must include all certifications, qualifications, and training certificates to perform work on the outlined in the Performance Work Statement.

(2) The respondents’ DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.) pursuant to the applicable NAICS code;

(3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.

Please e-mail your response with the above information to matthew.clements2@va.gov and David.luttrell@va.gov , with the subject line Sources Sought Optician Services - 36C25724Q0821 by 10:00 AM CST on July 22, 2024.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Performance Work Statement (PWS) Optician Services

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 associated optician services to veterans based on each facility patient demand. VA anticipates multiple awards of an Indefinite Delivery/Indefinite Quantity contract on a firm-fixed price basis from this solicitation for the VISN 17. An Offeror may be awarded multiple stations, but no station shall be supported by more than one Offeror. (A station is indicated by the Station ID in the table 1.4.) Offerors shall propose the number of Options needed to provide services at each station according to the station patient demand. Offerors must provide an estimate number of Opticians for each station listed in table 1.4. The government will then evaluate each proposal based on the evaluation factors listed in section E.9 52.212-2 EVALUATION. VA anticipates that ordering period one (1) will be five (5) years with one (1) 5-year optional ordering period. The total duration of the contract will not exceed ten (10) years.

1.2. The intended multiple awarded contracts are 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 via task order. A health care system-by-health care system breakdown is included in paragraph 1.22.1 VISN 17 Prosthetics Sensory Aid Service (PSAS) and Dispensary Facility Addresses. Contractor to provide Optician services according to each facility estimated patient usage outlined in paragraph 1.4. Vendor shall provide the number of opticians for each site that they believe will provide satisfactory service for the volume of patients seen.

1.3. A Multiple Award Indefinite Delivery Indefinite Quantity contract will be awarded to offerors based on a competitive best value source selection in which competing Offerors' technical capabilities and experience will be evaluated on the basis that, when combined, are significantly more important than price considerations. An Offeror may be awarded multiple stations, but no station shall be supported by more than one Offeror.

1.4 PRICING SCHEDULE: The Contractor shall provide optician services at the fixed hourly rate based on (1FTE = 2080 Hours) prices listed in the Schedule of Supplies/Services. The unit price for ALL CLINs must be all-inclusive of all services, labor, and travel required, as specified in the Performance Work Statement (PWS). The estimated quantities included for each line item in the Price Schedule do not include projected increases or decreases over the life of the contract but are instead representative of VISN 17’s estimated patients daily usage rate VISN 17’s usage data for each line item was totaled by number of consults sent to the optician by the eye clinic and daily patient walk-ins to yield a daily average.

The Contractor shall propose a minimum number of Opticians to be credentialed and be available for scheduling to meet the Facility patient demand according to the below chart.

Hours of Operation

6010 Amarillo Boulevard West Amarillo, TX 79106

6104 Avenue Q South Drive Lubbock, TX 79412

300 Veterans Blvd.

Big Spring, TX 79720

4500 South Lancaster Road Dallas, TX 75216

1201 East 9th Street Bonham, TX 75418

7916 South Broadway Tyler, TX 75701

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

2300 Marie Curie Blvd.

Garland, TX 75042

8410 Data Point San Antonio, TX 78229

9939 State Highway 151 San Antonio, TX 78251

1901 Veterans Memorial Drive Temple, TX 76504-7451

4800 Memorial Drive, Building 91 Waco, TX 76711

7901 Metropolis Drive Austin, TX 78744

2601 Veterans Drive Harlingen, TX 78550

5283 Old Brownsville Rd Corpus Christi, TX 78405

901 E Hackberry Ave McAllen, TX 78503

5001 North Piedras Street El Paso, TX 79930-4211

3600 Memorial Blvd Kerrville TX 78028

1.5. The Government is not obligated to purchase any specified number of optician services but shall be obligated to provide payments for all items/services requested in accordance with the solicitation.

2. QUALIFICATIONS:

2.1. Staff/Facility

2.1.1. License: The Contractor’s Opticians(s) assigned by the Contractor to perform the services covered by this contract shall have a current certificate to work in any State, Territory, or Commonwealth of the United States or the District of Columbia when services are performed onsite on VA property.

2.1.2. TECHNICAL PROFICIENCY: Contractor’s Opticians(s) shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history.

2.2. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS/BACKGROUND

INVESTIGATIONS: All Contract employees who require access to the Department of Veterans Affairs’ computer systems, access to sensitive records or require access to the facility shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontract personnel requiring the same access. If the investigation is not completed prior to the start of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

2.2.1. Position sensitivity: The position sensitivity has been designated as Low Risk.

2.2.2. Background Investigation: The minimum level of background investigation required for a Contract optician to begin work is a favorable National Criminal History Check (NCHC). However, the Contract optician must then ensure he or she completes all required paperwork to initiate a NACI (National Agency Check with Inquiries). Failure to complete the paperwork required to initiate a NACI will result in the optician being removed from eligibility to provide any services under the contract. It is the Contractor’s and the optician’s responsibility to ensure that the required paperwork for NACI initiation is completed and submitted. If the NACI is adjudicated unfavorably, the optician’s eligibility to provide services under the contract may be removed.

2.2.3. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the Contractor shall reimburse VA within 30 days.

2.2.4. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

2.2.5. Failure to comply with the Contractor personnel security requirements may result in termination of the contract.

2.3. STANDARD INFECTION CONTROL MEASURES (PPD, IMMUNIZATIONS, ETC.):

The Contractor shall notify the VAMC and/or VAMC notify the contractor (as applicable) of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

Contractor shall provide proof of the following tests and trainings for Contractor optician personnel that will be providing services onsite at least 2 weeks prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

2.3.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis.

2.3.2. Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor opticians {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually.

2.3.3. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor opticians {This is applicable to all health care workers}.

2.3.4. VARICELLA: Contractors shall provide proof of immunity for all Contractor opticians {This is applicable to all health care workers}.

2.3.5. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor opticians {This is applicable to all health care workers}.

2.3.6. INFLUENZA: Contractors shall provide proof that all Contractor opticians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor optician has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.

2.3.7. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s opticians {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.4. TRAINING:

2.4.1. The VA is committed to the electronic medical record as the format of choice for medical documentation. The VA will provide training associated with access and operation of CPRS system to ensure Contractor employees can successfully enter Veteran beneficiary data. Training will be conducted during normal business hours.

2.4.2. The Contractor shall ensure all contracted employees and designated VA employees are fully trained on all contractor software and applications to perform this requirement.

2.4.3. The Contractor shall ensure all employees working at each VAMC complete training to include required annual compliance and privacy requirements (Health Insurance Portability and Accountability Act (HIPAA) of 1996, Compliance Business Integrity, VA Privacy and Information Security Awareness and Rules of Behavior, and Privacy/HIPAA or Mandatory Training for Transient Clinical Staff) training. Training requirements must be completed prior to any Contractor employee to access the Government computer system. Additionally, the Contractor will provide Certificate of Completion upon completion of each training requirements.

2.4.4. When feasible and appropriate VA will attempt to make trainings available remotely, however, there may be instances where this is not possible and on-site participation will be required. Contractor shall be responsible for all costs associated with attending training in person at the VAMCs.

2.4.5. The Government reserves the right to request the Contractor complete any additional training requirements that may be necessary during the initial contract period and any following contract periods based on changes in VA, VHA, or VISN policy and/or regulations.

2.4.6. Conflict of Interest: The Contractor and all contractor’s Opticians(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70.

2.4.7. Citizenship related Requirements:

2.4.7.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

2.4.7.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.4.7.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.4.7.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

2.4.8. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

2.4.8.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contractor’s optician(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.4.8.2. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

2.5. Non-Personal Healthcare Services: The parties agree that the Contractor and all contractor’s Opticians(s) shall not be considered VA employees for any purpose.

2.6. Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

2.7. Inherent Government Functions: Contractor and Contractor’s Opticians(s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.8. No Employee status: The Contractor shall be responsible for protecting Contractor’s Opticians(s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

2.8.1. Workers’ compensation

2.8.2. Professional liability insurance

2.8.3. Health examinations

2.8.4. Income tax withholding, and

2.8.5. Social security payments.

2.9. Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract Opticians(s). When a Contractor or contractor’s Opticians(s) has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s (or contract Opticians(s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.10. Key Personnel:

2.10.1. The VA Full Time Equivalency (FTE) for the services required is 2080 hours= 1.0 VA FTE. Contractor shall propose how many Opticians FTEs would be needed to provide above satisfactory coverage to the current and future patient demand.

2.10.2. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations and additional coverage as required.

2.10.3. Personnel Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within five calendar day(s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least five calendar days prior to making any permanent substitutions.

2.10.3.1. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within five calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.10.3.2. For temporary substitutions where the key person shall not be reporting to work for three consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.10.3.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor’s Optician(s), s/he may request, without cause, immediate replacement of said Contractor’s Optician(s). The CO and COR shall deal with issues raised concerning Contractor’s Opticians (s) conduct. The final arbiter on questions of acceptability is the CO.

2.10.3.4. Contingency Plan: Because continuity of care is an essential part of a facility’s medical services, The Contractor shall have a contingency plan in place to be utilized if the Contractor’s Optician(s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. The Contractor will provide optician services during the hours the eye clinic providers are actively seeing patients. Minimum hours for the Contractor to provide fitting, repair, and measuring services are Monday through Friday from 8:00 am until 4:30 pm, except for authorized Federal Holidays. If clinic length routinely extends beyond these hours, extended coverage can be arranged between the Eye Clinic Chief or designee, clinic Manager or Clinic Coordinator, Prosthetics Chief, and Contractor. With 30 days’ notice by the VA Eye Clinic Chief to the Contractor, arrangements for coverage of special clinics, such as Saturday eye exam appointments, should be provided by the contractor.

Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

· New Year’s Day

· President’s Day

· Martin Luther King’s Birthday

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving

· Christmas

· Any day specifically declared to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1 The Contractor will be provided a space (including basic office furniture, such as tables and chairs) within each VAMC or Outpatient Clinic requiring optician services to measure, and fit eligible Veterans entitled to Government provided eyewear. VA allocated space will adequately accommodate patient volume. There is no minimum guarantee of provision of any space for Optical Shop(s) and this is solely at the discretion of each facility’s space availability and need for dispensing opticians.

4.2. The Contractor opticians shall possess full and unrestricted licenses to practice in the state of performance and appropriate ophthalmic dispensary training. Additionally, all Contractor opticians shall hold current certification from the American Board of Opticians (ABOC certified) and shall maintain both license and certification throughout the life of the contract. Contractor opticians will be located at the specified VA Eye Clinics in VISN 17 for the purpose of measuring and fitting of all Veteran patient prescriptions provided by the VAMC Eye clinics. The licensed opticians must also be able to verify prescription specifications provided by the VAMC providers.

4.3. The Contractor shall be responsible for their optician’s performance, attendance, pay, benefits, etc. No Contractor personnel shall be considered VA employees for any purpose and shall be considered employees of the Contractor. The VA will not be responsible for notifying the contractor of contractor personnel tardiness or absences. Failure to provide daily coverage at specified sites with adequate staff to handle workload during specified days/times will result in default of this contract. Contractor opticians shall be responsible for signing in and out when in attendance. Daily sign-in and sign-out emails will be used to confirm hours/days worked against the Contractor’s submitted invoices. Contractor shall make every effort to see the Veteran with minimal delay (typically within 30 minutes of arrival).

4.4. The Opticians occupying government space may be subjected to environmental rounds and periodic inspections by the JOINT COMMISSION.

4.5. Equipment: The Contractor shall be responsible to stock each of the VA optical shops requiring optician services with the necessary supplies and materials in support of Contractor owned equipment, including supplies needed to clean equipment in accordance with the manufacturers’ recommendations as well as in compliance with MSDS clinical guidelines and standards. Contractor furnished equipment shall be maintained, repaired, or replaced as necessary at no cost to the VA, when failure or malfunction is due to normal usage or due to the fault of the contractor.

4.5.1. The VA will provide and maintain the following equipment: a single telephone line with telephone and computer equipment (CPU, monitor) per optician which is connected to the VA system. In addition, the VA will furnish and maintain all waiting room furniture, equipment, and supplies.

4.5.2. Except for the VA furnished facilities and items specified above, the Contractor shall provide all equipment and supplies required to support on-site optical fitting and dispensary services. The Contractor’s Opticians and VA Opticians must have access to appropriate tools for dispensing on all premises. It will be the Contractor’s responsibility to maintain all Contractor furnished items in good working and calibrated condition. Contractor furnished items may include but are not limited to:

4.5.2.1. Adjustment and bench tools;

4.5.2.2. Screwdrivers, both flat and Phillips head

4.5.2.3. Lensometer;

4.5.2.4. Lens clock;

4.5.2.5. Frame warmer (hot air);

4.5.2.6. P.D. Ruler;

4.5.2.7. Pupilometer and PD ruler with penlight, or interpupillary measuring device

4.5.2.8. Frame and lens cleaning products;

4.5.2.9. Thickness calipers;

4.5.2.10. Vertex distometer;

4.5.2.11. Tolerance chart

4.5.2.12. Visual acuity charts

4.6. Contractor opticians shall be responsible for helping Veteran beneficiaries by greeting them, determining lifestyle needs for prescription, assisting with frame selection. The Contractor shall perform measurements for pupillary distances, segment heights, base curves and review final frame selection choice with Veteran beneficiary. Opticians must be able to verify prescription specifications provided by the VAMC Eye clinics. Opticians shall also be responsible for minor repairs and adjustments (i.e., replacing a missing screw, replacing nose pads, repairing broken frames, frame adjustments etc.) and shall have an adequate stock of spare parts to perform such minor repairs as outlined in the PWS.

4.7. The Contractor optician may be responsible for completing consults in CPRS using prescriptions provided by VA providers and entering prescription information in the Contractor’s secure ordering system, depending on the facility. The Contractor optician is not permitted to release consults to PSAS. The VA ordering provider’s name is utilized when the consult is created, and that individual will electronically sign and release the consult to PSAS.

4.8. All contract opticians will have access to protected healthcare information (PHI) and to the VA information System (Vista) and shall be required to submit information for a background Investigation prior to being added to the contract. The contract opticians will be required to attend VA orientation and complete all mandatory VA training in VHA safety and security principles, and any other applicable directives, on an annual basis. The requirements are outlined below within this Performance Work Statement.

4.9. All contract opticians shall have access to and document all activities where applicable to job duties into CPRS.

4.10. This contract is not linked in any way to any current or proposed Veterans Canteen Service (VCS) retail sales agreements and does not obligate the VA to enter into a VCS retail sales agreement.

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

4.12. The Contractor must perform the required work in accordance with the American National Standard Requirements for Ophthalmic Lenses and Frames and the Food and Drug Administration (FDA).

4.13. The Contractor shall meet all Federal, State, and local fire and life safety codes.

4.14. The Contractor optician’s particular emphasis is placed in the provision of timely, high-quality services and interacting appropriately, professionally, and productively with VA patients and staff members at all levels of organization. In addition, the Contractor must interact with the designated COR or designee as directed by the CO. The Contractor shall be required to submit the following for each key personnel proposed to the CO and VISN 17 Network Prosthetic Manager or designee:

4.14.1. CV/Resume

4.14.2. Licenses and Certifications

4.14.3. Other information required for Background Investigations

4.15. The facility Eye Clinic Chief or designee will have input and provide concurrence for any opticians before they can begin working at the VAMC. Credentialing will not be initiated until concurrence is received from the Eye Clinic Chief or designee.

4.16. The Contractor agrees to provide all services specified in this contract for any person determined eligible by the Under Secretary for Health or designee, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered. The Contractor further warrants that he/she shall not resort to subcontracting as a means of circumventing this provision.

4.17. The Contractor shall be staffed and stocked with adequate inventory (frames, replacement pieces and supplies) to perform immediate repairs and render prompt service. The Contractor shall be equipped and trained to always render satisfactory and courteous service to Veteran beneficiaries, VA staff and the public.

4.18. CONTRACT MANAGER: The Contractor shall designate two (2) individuals as the "Contract Manager" (one primary, one alternate) who shall ensure that services are performed in accordance with the contract specifications. The Contract Manager shall act as the liaison to resolve day-to-day business management and operational problems throughout the term of the contract. This individual shall be available to each VA Medical Center and Outpatient Clinic during normal business hours 8:00 AM to 4:30 PM (ET), Monday through Friday, excluding weekends and Federal holidays.

PRIMARY CONTRACT MANAGER NAME:

OFFICE PHONE NUMBER: __________________________

CELL PHONE NUMBER: ____________________________

EMAIL ADDRESS:

ALTERNATE CONTRACT MANAGER NAME:

OFFICE PHONE NUMBER: __________________________

CELL PHONE NUMBER: ____________________________

EMAIL ADDRESS:

4.19. COMMUNICATION/CUSTOMER SERVICE:

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

4.19.2. The contractor shall conduct patient satisfaction surveys for each patient visit which will include the following information: Veterans' satisfaction with the quality of the fitters how the Veteran felt he/she was treated by the fitter.

4.20. JOINT COMMISSION STANDARDS: The following is applicable to the dispensing opticians:

4.20.1. While the contract does not require Joint Commission accreditation the Contractor must perform the required work in accordance with Joint Commission and CMS standards. The Contractor must demonstrate that he/she has met or exceeded Joint Commission and CMS requirements. A copy of these standards may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd., Oakbrook Terrace, IL 60181. The websites for Joint Commission and CMS are:

http://www.jointcommission.org/Standards/;http://www.cms.hhs.gov/

4.20.2. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract: credentials and qualifications for the job; a current competency assessment (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations, as appropriate.); a current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this contract; and listing of relevant continuing education for the last three years. The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the COR, or upon request, for each Contractor employee working on the contract.

4.20.3. The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained (for opticians: certified by the appropriate certifying body) and competent to perform the required work.

4.21. The Contractor is required to maintain records that document competence/performance level of the Contractor employees who participate in this contract in accordance with Joint Commission, CMS, and other regulatory body requirements. The Contractor will provide a current copy of the competency assessment and annual performance evaluation to the COR for each Contractor employee working on this contract.

When changes in Contractor personnel are approved in accordance with the “Key Personnel” clause of the contract, the Contractor must provide evidence of orientation, the current competency assessment, and current performance evaluation that supports the above.

While the agreement does not require Joint Commission accreditation or other regulatory body requirements, the Contractor is required to perform the required work in accordance with Joint Commission and CMS standards.

4.22. MANAGEMENT AND SUPERVISION:

4.22.1. The Contractor shall be responsible for supervising the daily services provided under this contract by the Contractor’s staff and provide the VA a comprehensive plan for how it will conduct the supervision and ensure VA’s satisfaction with those services.

4.22.2. The contractor optician will be under the oversight of the VA Eye Clinic Chief or designee who will be responsible for the assignment of work and VAMC Eye Clinic/VAMC policies, processes, code of conduct, etc. If there are performance or behavior issues with a contracted optician, the VA Eye Clinic Chief will communicate this to the Contractor for appropriate action and resolution.

4.22.3. The Contractor shall have written policies and procedures regarding staff credentials.

4.22.4. The VA will provide to the Contractor policies, procedures, and processes necessary to allow cooperative functioning between the Contractor and VA. Updates and refreshers will be provided to the Contractor upon request and when policy procedures or process changes.

4.22.5. The Contractor shall complete background investigations to ensure that employees do not have a record of criminal offenses or substantiated incidents of patient abuse; and, if required to perform their duties, employees are properly licensed and insured to operate motor vehicles.

5. SALES OF ADDITIONAL EYEWEAR OR UPGRADES IS PROHIBITED:

5.1. Sale of any additional merchandise outside of the VAMC Eye Clinic prescription is PROHIBITED. The contractor is PROHIBITED from recommending upgrades or services to Veterans.

6. SPECIAL CONTRACT REQUIREMENTS:

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

6.1.1. Optician Satisfaction Survey: The Contractor will administer a VA approved “Optician Satisfaction Survey.” The Contractor will provide the survey card with each patient visit. The card will be pre-addressed to return to the contractor to collect and then report the results back to designated VA personnel in VISN 17 with a copy of the surveys accessible to the VA VISN 17 designated personnel. Upon receipt from the Veteran, the VA will provide a copy of the survey responses to the Contractor. By the 15th of each month, the Contractor will send, via electronic mail, a complete and accurate customer satisfaction report for the previous month, to the VISN Prosthetic Manager or designee utilizing the standardized Excel worksheet document to be provided by the VA. The Contractor will take appropriate actions to maintain a high level of customer satisfaction.

6.1.2. Patient Usage Report: This report shall show the quantity of patients seen by each optician each day as well as a summary for the VISN. Report shall be prepared as an Excel workbook with a separate tab/worksheet for each site each month. Sample report will be provided to the Contractor.

7 . 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.

End of Document

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