36C26120Q0256-0003000.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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

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

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

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

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

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

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

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

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 03-31-2020 none Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502-2597 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502-2597 To all Offerors/Bidders

36C26120Q0256 03-31-2020

X X X

The purpose of this amendment is to:

a) Answer requests for information (RFI).

b) Attach the revised performance work statement.

c) Attach the revised pricing schedule.

d) Attach the revised addendum to 52.212-1.

e) Extend the proposal due date and time to April 10, 2020 at 4

PM PST.

RFI #1: Considering the solicitation is issued as an RFQ, will the successful offeror’s proposal be accepted as a part of the performance expectations of the contract? Or did the Government intend for the solicitation to be an RFP?

Answer: The Government’s intent is for this solicitation to be a RFQ, FAR Part 13.

RFI #2: Many current VA eyeglasses contracts include the FAR clauses for Requirements contracts (see FAR references including but not limited to FAR 52.216-21). Our understanding is that the clause is particularly useful in SDVOSB set-asides, as it assists the Government in compliance with the Veterans Benefits Act (VBA). Will VA consider adding the applicable Requirements clause to this SDVOSB set-aside procurement?

Answer: This is an indefinitely delivery, indefinite quantity contract, not a requirements contract.

RFI #3: Will the Government consider changing the language of the eyeglasses fabrication requirement from “deliver” to “ship”? (See PWS 2.1)

· Using the word deliver in this section inherently combines the performance of the optical lab with that of the common carrier. As such, the VA’s role in measuring contractor performance becomes much more difficult, potentially limiting the effectiveness of the QASP and the contractually required reports.

· In order to avoid the issue above, other recent VA contracts are using the word “ship” in their contractual requirements. Commonly, those contracts also routinely set clear expectations for delivery timeliness by selecting a required mail class (such as First Class Mail).

· Additionally, as most offerors optical labs are likely to be in the continental U.S., requiring delivery in 7 business days is likely outside customary commercial expectations.

· Making these small adjustments has proven to be beneficial for all stakeholders as they clarify expectations and simplify performance measurement.

Answer: The deliver language will remain in the PWS and we will not be selecting a required mail class.

RFI #4: Will the Government consider changing the requirements in the solicitation from “calendar” days to “business” days?

· Doing so will ensure the contractor is not held accountable for delays when the VA itself is closed, including Federal Holidays.

· For example, PWS 2.2 mentions “If there is a backorder on any frame style, the contractor must contact the VA Prosthetics COR no later than 24 hours after the contractor is notified by the frame manufacturer/supplier.” In some circumstances, the contractor will not be able to meet this standard through no fault of its own, when the VA itself is closed. In this case, we suggest changing the requirement to the response time to one business day.

Answer: The calendar day language will remain in the PWS. The contractor can send email as way of contact.

RFI #5: Please confirm if contractor remakes, due to contractor error, should be returned to the VA eye clinic. (See PWS 4.3.) If so, will the eye clinic dispense the remake?

Answer: Yes, and the clinic will dispense the remake. The contractor is responsible for checking the spectacles when they leave the factory/lab and again when received at the point of dispensing to the veteran prior to issuing to the veteran. Sort of a double check.

RFI #6: Will the Government add a separate CLIN (under “Special Lenses / Add-Ons”) to the price schedule for scratch coating? (Reference PWS paragraph 5.1).

· Scratch coating on all glasses is not a common commercial expectation. It is likely in the interest of the stakeholders to decide when scratch coating is preferable, on a case-by-case basis.

· Doing so may also reduce the overall cost of the eyeglasses procurement to the Government.

Answer: The Government will not add a separate CLIN, the scratch coating is to be included on all glasses.

RFI #7: Please confirm that glass lenses can be heat strengthened for impact resistance (as an alternative to chemically strengthened), as this method is also approved by the FDA. (Ref PWS 5.1).

Answer: Yes, can use heat strengthening. Glass lenses can be heat tempered to meet the FDA standards for impact resistance.

RFI #8: Please clarify the shipping address for the Frame Samples requested in performance work statement paragraph 6.3.

Answer: Paragraph 6.3 has been changed from submitting frames with proposal to submitting a catalog(s)/descriptive literature of frames the contractor will utilize under the contract.

RFI #9: Within each frame sample subcategory, how many frames should be metal and how many plastic?

Answer: VA will select 30 frames from the 80 frame total. At the minimum there should be at least 30 metal frames(10 men, 10 women, 10 unisex) and 30 (10 men, 10 women, 10 unisex) plastic frames.

RFI #10: Please confirm if all the materials listed in PWS paragraph 6.4 must be included, in at least one frame style, per frame subcategory.

Answer: No, not all materials are required in every style/frame subcategory.

RFI #11: Please confirm that safety frames are to be included with the frame selection discussed in PWS paragraph 6.4. (If these frames are ordered, the lenses will have to be safety thickness.)

Answer: Yes.

RFI #12: Please confirm if sample frame kits are required for each CBOC. (See PWS 2.4)

Answer: Yes, Maui, Kauai, Hilo, Kona, Molakai and ACC Clinic (Honolulu).

RFI #13: Can you confirm which bifocal and trifocal lens type is included in the applicable CLINs in the price schedule? –

· Commonly, VA’s include the FT-28 for the base bifocal and trifocal CLINS and then add all other lens types as add-ons.

Answer: The basic Bifocal and Trifocal should be a FT-28. If we need to go larger (usually FT-35) then it would be an add on charge. For lens material 60% will be Plastic CR-39, 30% Polycarbonate, 10% High index. No one orders glass due to safety concerns. For multifocals we order ~50% PAL, ~40% Bifocal, ~10% Trifocal. We do not order antireflective coat, polarized, aspheric as these are not medically indicated add ons.

RFI #14: Staffing and Coverage Requirements

· Please confirm the number of contractor staff required at each VA facility / clinic.

· Answer: 3 total – 2 full-time at ACC clinic, 1 travels to CBOC on other islands and at ACC clinic when not traveling. (need to fix pg 40 of 119 to reflect 3 opticians only)

· Regarding the optician CLINs, please identify the work location for each CLIN.

· Answer: See above.

· Please confirm if the optician staff that will be used to meet the 2 hour coverage requirement are included in the price schedule.

· Answer: The Government will not pay for additional opticians to cover this. The contractor is responsible to cover and fill in as needed.

· Please clarify the intent of the CLIN for the part-time optician.

· Answer: The part time optician CLIN has been deleted. Please use the attached revised pricing schedule to submit your pricing.

· Please confirm which days of the week, and operating hours, the contractor is expected to provide fitting service at each CBOC.

· Answer: 730-4 pm at the CBOCs. The Government does not want two consecutive days.

Molakai (2 times per month (approx every other week)), Hilo (2 times per month (approx every other week)), Kona (2 times per month (approx every other week)), Lihue ((2 times per month (approx every other week)), Maui ((2 times per month (approx every other week)).

· Please clarify the expectations for weekend optical shop hours (locations, times, etc).

· Answer: Location: ACC clinic 730-4 pm Saturday hours could be covered by full-time optician. Full-time optician can take a weekday off and work Saturday instead. Would recommend Wed as day off since less demand on Wed.

· Please confirm that the unit of measure, listed for the opticians in the price schedule is correct.

i. Invoicing for opticians is to take place monthly and the contractor is to bill for actual hours worked (PWS paragraph 12).

ii. To simplify billing would VA consider using a unit of “Hour” for all optician CLINs, rather than “Year.”

· Answer: The line items have been revised to hour.

· If VA directly or indirectly requires the contractor to work extended optical shop hours (including weekday overtime and weekends), how will the contractor include those costs on the monthly invoice? Please see PWS paragraph 12.1.c.

· Answer: VA will not be asking for overtime. We are asking for shift changes to accommodate the Saturday hours. We are not asking for any extended hours during the week.

· If the offerors need additional staff to meet the VA’s requirements, where should they account for those costs in the price schedule.

· Answer: Any needs for additional staff by the contractor are the expense of the contractor.

· In the event a contractor optician requires an unplanned absence due to emergency or illness, while on site at a VA CBOC, the geography of the contract area likely precludes compliance with the 2 hour coverage requirement. Is the Government anticipating the Contractor will have staff on call in the immediate vicinity of each CBOC?

If not, will the government accept that emergencies and illnesses, that occur after the optician is on-site, will not require coverage for the remainder of the day?

· Answer: Yes, for the outer islands only. For ACC clinic we expect coverage within 2 hours.

· Please confirm for any locations with only one optician, that they will allowed to close for mandatory lunch and break periods.

· Answer: If there is more than one optician, breaks and lunches should be at different times. If only one optician then they may close for lunch and breaks.

· Should VA staff or leadership desire to remove a contractor optician, what process will the VA follow? What opportunity will the contractor be afforded to validate and address the Government’s complaints, prior to removal? See PWS paragraph 8.2.

· Answer: When handling unsatisfactory performance, the COR must: Inform the Contracting Officer immediately if contract performance is unsatisfactory. Work with the Contracting Officer to identify corrective actions, if necessary. Make sure the contractor understands that the Contracting Officer’s decisions are final.

RFI #15: Please provide more detail on VA’s process expectations regarding the contract opticians contacting no-show patients. (PWS 9.1.c) Since patients present to the optical shop as walk-ins, is this requirement just for patients that fail to present for an optical shop appointment?

Answer: For Honolulu contact beneficiaries within 1-2 business days when the beneficiary fails to contact the clinic on the same day that they received the prescription. Outer CBOCs – this is not required.

RFI #16: Is secure storage available at each CBOC for the contractor to store the equipment required in PWS paragraph 10.2?

Answer: Yes, have locked file cabinets at each clinic.

RFI #17: What Government Furnished Equipment (including internet access and phone lines) will be provided at each CBOC?

Answer: Revised paragraph 10.3 to show the GFE for all locations.

RFI #18: PWS 12.1a mentions “No later than 10 working days after each month, the contractor shall submit an electronically encrypted invoice via email and compact disk for all optician services provided the previous month for payment processing.” Is the Government willing to accept invoices by email only?

Answer: Email invoice to optician COR. No paper invoice needed. No compact disk needed. Contractor must submit in IPPS.

RFI #19: Please confirm if a signed copy of the Business Associates Agreement needs to be submitted with our response, as mentioned in SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS.

Answer: A signed copy of the agreement is not required during solicitation/proposal phase.

RFI #20: Instructions to Offerors, section 3 Personnel mentions the need to attach resumes, diplomas, licenses, training records and job responsibilities. Offerors other than the incumbent will not likely have hired opticians prior to award. Can optician qualifications be provided after award, but prior to contract execution?

Answer: This requirement has been revised. Please see attached revised addendum to 52.212-1.

RFI #21: Can the Government provide an estimate of the percentage of glasses that are mailed to the optical shop vs. directly to the Veteran?

Answer: Honolulu - Roughly 90% of glasses are mailed directly to the Veteran and about 10% are sent to us to mail out or have the veteran pick up in office. Outer Island CBOCs – 90% are mailed directly to veteran and 10% mailed to Honolulu Optical shop.

RFI #22: The QASP Performance Metric AQLs are outside of customary commercial practice in the optical industry. They are also much more restrictive than the most recently awarded VISN eyeglasses contracts, which typically use a 95% standard, or lower, for each metric. Will the Government consider aligning the applicable performance metrics with other VA contracts and customary commercial expectations?

Answer: As stated on the first page of the QASP, this QASP is a sample document. The final QASP will be developed jointly by the Contractor and the Government prior to contract performance.

RFI #23: Will the Government consider changing the denominator of performance metric 8 “Quarterly Patient Satisfaction,” to indicate the total orders for the period?

· The current calculation method for performance metric 8 is potentially, inadvertently punitive to the contractor, as it is highly dependent on the number of survey respondents. The number of respondents is outside the contractor’s control.

Answer: Number of satisfied respondents/total number of beneficiaries that respond to the survey. Similar to other performance metrics, the denominator should be the entire population of patients, in order to avoid sampling error.

RFI #24: Will the VA consider allowing Veterans the choice of buying retail eyeglasses options outside the scope of the contract?

· Eyeglasses options, outside the scope of the anticipated contract, are commonly expected in the commercial eyeglasses marketplace.

· By eliminating the provision of retail in the solicitation, the options for Veterans will potentially be limited. Limiting Veterans’ choice of eyeglasses options will likely lead to complaints from Veterans accustomed to retail options.

Answer: No

RFI #25: Please refer to ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS, page 100, paragraph 4.a. Please clarify the Government’s intent for offerors to provide 2 years of QA reports. Providing all QA reports for 2 years is likely to create an undue burden on the contractor, and the VA leadership reviewing proposals, as the reports may be voluminous. Are summary reports acceptable?

Answer: This requirement has been removed. Please see attached revised addendum to 52.212-1.

RFI #26: Where are the frame kits for paragraph 6.4 mailed to?

Answer: Frame kits for CBOC use will be mailed to Honolulu address. Honolulu – Frames stay in the office; door is locked at night. Outer island CBOC – have their own frame samples that are kept in a locked storage area. (CBOCs will need 5 frame sample kits PLUS ONE FOR HONOLULU). PWS has been revised to include this.

RFI #27: Titanium Frames are requested in RFQ, but there is no separate section or line item to quote them. How do we handle this?

Answer: The pricing of the frames shall included with the lenses with the exception of the line items under the lens only header.

ATTACHMENTS:

See attached document: ADDENDUM TO FAR 52.212-1 02.

See attached document: P01 Eyeglass_PWS Hawaii 3-31-20 no outer islands.

See attached document: Price Schedule.