36C26122R0056.docx

36C26122R0056

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C26122R0056 05-2 -2022 Megan Barr 775-785-7154 06-03-2022

PDT

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502 X X 339115 1000 Employees N/A X See Performance Work Statement

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 Veteran Affairs FMS-VA-2(101) Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page This is a Request for Proposal for Prescription Eyeglasses This acquisition will result in a single-award Indefinite Delivery Indefinite Quantity (IDIQ) Contract.

This acquisition is 100% set aside for Service Disabled Veteran Owned Small Businesses (SDVOSB)s.

Please carefully read the Addendum to Instructions to Offerors - Commercial Items and ensure proposals submitted are complete and conforming to the solicitation's requirements.

Direct all questions to megan.barr@va.gov.

See CONTINUATION Page X X Nicholas Kluch Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261 Nicholas Kluch Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

See performance work statement

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C26122R0056

Page 1 of Page 1 of

PERFORMANCE WORK STATEMENT

Veterans Integrated Service Network (VISN) 21, Sierra Pacific Network The U.S. Department of Veterans Health Administration (VHA) 391 Taylor Blvd., Suite 200 Pleasant Hill, CA 94523

PRESCRIPTION EYEGLASS FABRICATION

1. Scope:

1.1 The Department of Veterans Affairs (VA) has an ongoing program to provide prescription eyeglasses to veterans. VA anticipates award of an Indefinite–Delivery Indefinite- Quantity (IDIQ) type contract on a fixed price basis for the VA Southern Nevada Health Care System and VA Palo Alto Health Care System. The awarded contract will be for five one-year ordering periods.

1.2 The contract is intended for use by VA Southern Nevada Health Care Systems (VASNHCS) and VA Palo Alto Health Care Systems (VAPAHCS) located within VISN 21. The VA Health Care Systems’ breakdown is included in paragraph 2.4. VASNHCS and VAPAHCS furnishes an estimated 33,000 pairs of eyeglasses annually to eligible veterans.

1.3 All items provided by the contractor shall be new. The contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. All items provided by the contractor shall include a minimum of one-year warranty in accordance with (IAW) paragraph 4.4.

1.4 No retail sales are allowed on government property to veterans, veterans’ families, friends, and employees.

2. Delivery:

2.1 The contractor shall deliver all items no later than SEVEN (7) BUSINESS DAYS after receipt of both the prescription consult and purchase order issued by Government authorized personnel against the contract. Delivery of eyeglasses shall be to the designated address of the veteran or contracted ordering facility or, as indicated on the prescription (CPRS Prosthetics ‘Eyeglass’ consult, SF 513) and/or purchase order issued by the Government. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the ordering activity will telephonically contact the contractor and notify the contractor of such a requirement. All eyeglasses shall be delivered as directed on the purchase order and delivery shall be made using traceable means.

2.2 The expectation is that the contractor will monitor their stock and propose a substitute before that style of frame becomes unavailable. However, the contractor shall notify the VA Prosthetics Contracting Officer Representative (COR) via email or fax in the event of backorders or other delays. 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. The contractor shall offer the VA/Veteran a substitute of equal or higher quality. If acceptable to the VA/Veteran, the substitute may be agreed to between the VA Prosthetics COR and the Vendor. The contractor’s notification shall include the cause for delay, remedy date and date of expected shipment to the designated address as indicated on the order. Failure by the contractor to provide a written notification within twenty-four (24) hours as specified above constitutes a performance failure and the Prosthetics COR will notify the CO, who in turn will undertake any action authorized pursuant to the contract or otherwise in accordance with applicable law and regulations. The COR will document in their contract file when frames are substituted. When a frame substitution is made, the frame will be the same price and of equal or higher quality.

2.3 The contractor shall be responsible for informing the Prosthetics COR of any Government deficiencies such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, and inability to reach the Government representative, payment delays or other issues. The contractor’s failure to notify the Prosthetics COR will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the contractor from delivering the items within the time required under this contract.

2.4 Health care system activity breakdown (QUANTITES ARE ESTIMATES ONLY):

(just under 33,000)

2.5 Facility Addresses:

North Las Vegas, NV 89086

Palo Alto, CA 94304-1290

3. Pricing Schedule:

This is an IDIQ contract in accordance with Federal Acquisition Regulation Subpart 16.504. All quantities are listed as estimates only. The number of patients covered by this contract could increase or decrease within the VASNHCS and VAPAHCS dependent upon beneficiaries added or removed. Estimated quantities do not include projected increases or decreases but are representative of current volume. The Government shall be obligated to provide payments for all items/services requested in accordance with the orders.

4. General Requirements:

4.1 The contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription/consult that has been provided by an authorized VA staff, verify final eyeglasses with the prescription/consult, frame selection and ship all eyeglasses to the designated address, at the prices indicated in the schedule. All items provided by the contractor shall be new.

4.2 Verification of prescription and delivery to the veteran or VA shall be documented and provided to the VA each month. The contractor shall not add or substitute components or alter the veteran’s prescription in any way without prior approval and written authority from the authorized VA designee.

4.3 The Government may use VA Form 10-2914 (Prescription and Authorization for Eyeglasses) and a VA Purchase order to place orders with the contractor.

4.4 The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt. The contractor agrees to furnish without additional cost to the Government, all labor and materials necessary to correct defects that were detected during the guarantee period. If lenses are not made IAW with the prescription and/or the incorrect frames were provided per veteran selection, the contractor shall remake the eyeglasses at no additional cost to the government. For correction of a problem due to contractor error, the corrected glasses shall be returned to the clinic within three (3) business days of receipt of the defective glasses.

5. Lenses:

5.1 All lenses shall be fabricated in strict conformance to the eyeglass prescription. All lenses shall be fabricated and provided in accordance with the latest edition standards set forth in the American National Standards Institute for Ophthalmic Lenses, ANSI Z80.1. All ophthalmic lenses shall be in accordance with Food and Drug Administration (FDA) Regulation, 21 CFR 801.410 for impact resistance, unless otherwise specified in the order by the ordering clinician. Glass ophthalmic lenses shall be chemically, or heat 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 or greater than 1.5D shall be fabricated in minus cylinder form, unless positive cylinder form is specified in the order.

All lenses shall include UV coating, and scratch resistance coating on all plastic lenses at no additional charge to the Government.

5.2 Lens descriptions/definitions

a. Single Vision Lenses – Lenses shall be available in glass, plastic, polycarbonate or hi-index, 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.

b. Bifocal Lenses – Lenses shall be available in glass, plastic or polycarbonate, and hi-index. Construction of bifocal lenses shall include spheres, Plano-cylinders, and sphere-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments.

c. Trifocal Lenses – Lenses shall be available in glass, plastic or polycarbonate. Construction of trifocal lenses shall include spheres, Plano-cylinders and sphere-cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. Lenses shall be available in glass with flattop, executive and round segments and polycarbonate with flattop segments.

d. Special Design Lenses -The Contractor shall provide special lens design in opaque, frosted or black, balanced lens, prismatic lens, cataract lens, polycarbonate, hi-index, over power, A/R coating, safety lenses, executive style, solid or gradient tinted (all colors) lenses, Photochromic lenses (Transitions or equivalent), aspheric lens, and slab-off prism. These requirements will be specified by the Government on the prescription or order. Updates shall be furnished upon publication.

e. Progressive Lenses - Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromic lenses must also be available. Progressive lens style / layout shall be the same for all materials from ACCU Lens, Clarity Plus or equivalent. Construction of lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available. Non-adaptable would be replaced by lined bifocals or trifocal at no charge to the VA. Oversized blanks shall be available when needed. All lenses shall be placed in frames unless otherwise requested.

6. Frames:

6.1 All frames shall be provided in accordance with the latest edition “American National Standard Requirements for Ophthalmic Frames” ANSI Z80.5.

6.2 The expectation is that the contractor will monitor their stock and propose a substitute before that style of frame becomes unavailable. If the manufacturer discontinues a frame during the contract period, the contractor shall provide the VA with an approved substitute frame within 5 business days. All frames offered by the contractor shall be listed in either Frames/fax or frame catalogs and not be on any discontinued models.

6.3 Sample Commercial Frame Kits:

After contract award, the contractor shall provide new frame (kits) and/or display cases to the VASNHCS and VAPAHCS, with a total of thirty (30) frames (10 men, 10 women, 10 unisex) that each facility has selected from the (80) frames offered from the solicitation frame mix. New frame kits shall be provided to the locations below in the indicated quantities after contract award. Upon expiration of the contract the contractor shall collect the sample frames used at the below site at no additional cost to the VA.

6.4 Sample Kits Requirements

6.5 Cases (cushioned, open-end, hard, pocket, clip-on, etc.) shall be provided at no additional charge to the Government. It shall be the patient’s preference as to which type of frames and cases .

7. Performance, Delivery, Inspection, Acceptance, Payment and Invoices:

7.1 Prescriptions will be transmitted by electronic means. The contractor shall have the capability to receive orders via facsimile (fax) transmission located in a secure location not open to the public. Contractor must have Public Key Infrastructure (PKI capability). This is a combination of hardware, software, policies and administrative procedures that provide a framework to use PKI cryptography to transfer sensitive data in a secure confidential manner (via email or other location). The fax machine shall be independent from the contractor’s established phone line and be capable of receiving faxed orders. The contractor shall maintain a log of all work transmitted via fax, computer, and telephone. Mailing orders will only be used on an emergency basis when fax and email capabilities are non-existent/diminished exceeding 48 hours.

7.2 The Government will submit all available orders to the contractor daily. 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 and/or Contracting.

7.3 The contractor shall immediately notify VASNHCS or VAPAHCS CORs 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 includes but is not limited to:

a. List of patients affected (Name and last four of SSN)

b. A complete item description, identification.

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

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

e. Instructions for appropriate corrective action.

7.4 A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the facility CORs.

8. Payment and Invoices:

8.1 The preferred method of payment for the fabrication of prescription eyeglasses shall be individual purchase order(s) issued by Prosthetics and/or Contracting.

8.2 The fabrication of prescription eyeglasses without proper authority, i.e. a purchase order, will result in non-payment by the VA.

8.3 A properly completed individual itemized invoice/order must be submitted for each eyeglass order completed. If a veteran receives more than one pair of eyeglasses, separate invoices must be submitted. Invoices will be submitted daily as eyeglass orders are completed and the purchase order/credit card has been charged. The invoice should include the following information:

a. Ordering facility;

b. Contract number;

c. Invoice number;

d. Purchase order number;

e. Veteran’s last name; first name, last four numbers of the veteran’s social security number (SSN);

f. Description;

g. HCPCS/CLIN reference numbers (V2100 SV, V2200 Bifocal and V2300 Trifocal);

h. Shipping date;

i. Total price for each complete product and total price for all transactions.

8.4 The contractor must be capable of submitting invoices via electronic encryption transmission, in an approved excel format to the appropriate VAMC and/or centralized Prosthetics Purchasing Department, as specified on the delivery order.

8.5 It is expected that at the onset of the contract, the vendor and VA may not be able to immediately begin the above billing process in which case the preferred method of payment is the Government Purchase Card, and the contractor must be Level II billing capable and able to accept the credit card for payment. If this involves additional equipment or computers this will be at the contractor’s expense. The Government issued purchase order number shall be inserted in the vendor purchase order block.

8.6 Any billing discrepancies shall be addressed with the vendor for resolution within 15 days from the receipt of the comprehensive bill or individual invoice. The VA may dispute a charge if an invoice has not been received and/or the veteran did not receive the eyeglasses. If VA disputes a charge, that charge will be deducted from the invoice amount to be paid and the contractor notified accordingly. The contractor may provide proof of shipment/delivery of eyeglasses with a proper invoice listed above. Payment(s) can be made only after certification from the COR or designee that the prices billed are accurate and correct.

8.7 When using the Government Purchase Card, a credit card receipt with the invoice and signed acceptance receipt must be forwarded to the appropriate VA facility as soon as the transaction has been completed in accordance with Government Purchase Card guidelines and time frames. Contractor may charge the Government Purchase Card after verification of shipment to veteran via mail. In those instances when the eyeglasses are shipped to the facility, the Government Purchase Card shall not be charged until the eyeglass pair(s) are delivered and accepted at the facility and notified by the Prosthetic Service, CORs or purchasing agent via email or telephone contact. No VA purchase card information should be transmitted back to a patient on any documents with the eyeglass pairs, for information security.

9. Reports:

9.1 Eyeglass Order/Delivery Report (Weekly)

a. The contractor shall electronically and securely send a detailed eyeglass order/delivery report for each healthcare system identified in Paragraph 2.5. This eyeglass order/delivery report will be submitted by close of business (COB) Monday for prior week’s orders and deliveries. When a holiday falls on a Monday reports must be submitted by COB Tuesday for prior week’s eyeglass deliveries.

b. The report will detail work in progress to include all open and completed orders for the week. The facility specific report shall include the following information in an excel spreadsheet:

(i) Ordering facility;

(ii) Date purchase order and prescription received;

(iii) Purchase order number;

(iv) Veteran’s last name; first name, last four numbers of the veteran’s social security number (SSN);

(v) Description;

(vi) HCPCS/CLIN reference numbers (V2100 SV, V2200 Bifocal and V2300 Trifocal);

(vii) Invoice number;

(viii) Shipping date;

(ix) Shipping verification number;

(x) Delivery date;

(xi) Number of processing days (purchase order date to delivery date);

(xii) Accurate lens fabrication and frame selection in accordance with prescription (yes/no);

(xiii) Accurate delivery to the location specified on the purchase order within the 7 days of receipt of both the prescription and purchase order. (yes/no)

9.2 Fabrication Billing Report (Monthly).

a. This report for each facility will include a summary of invoices for all eyeglasses shipped during the previous month for payment processing. This report shall be submitted to the Prosthetic COR at each individual healthcare system identified in Paragraph 2.5. The report shall be submitted no later than 10 calendar days after each month.

b. The Fabrication Billing Report will include:

(i) Ordering facility;

(ii) Contract number;

(iii) Invoice number;

(iv) Invoice amount;

(v) Purchase order number;

(vi) Purchase order amount initially submitted;

(vii) HCPCS/CLIN reference numbers (V2100 SV, V2200 Bifocal and V2300 Trifocal);

(viii) Shipping date;

(ix) Delivery date;

(x) Total price for all transactions.

9.3 Contract Usage Report (Quarterly)

a. A cumulative Quarterly Contract Utilization Report will be submitted to the COR by the 10th calendar day of each new quarter.

b. This report will be broken down by facility and include the following for each facility:

(i) Total fabrication charges for the quarter

(ii) Total fabrication charges since the start of the contract

9.4 Quality Assurance Reports (Quarterly)

The Quality Assurance Quarterly Report for each facility should include:

a. Timeliness and accuracy of delivery (percentage) to correct location within 7 days

b. Timeliness and accuracy of the fabrication monthly billing reports for the quarter (Percentage)

c. Accuracy of Spectacle Fabrication in accordance with prescription and frame selection (Percentage)

d. Timeliness of Eyeglass order/delivery weekly reports

If requested by the ordering VA, the contractor will need to be able to provide the following information within 48 hours:

a. Number of eyeglasses returned due to lab error

b. Average in-lab process time

c. Breakage/Spoilage rate

d. Delivery confirmation should also be included in those cases where the eyeglasses are mailed directly to patient’s residence.

10. Contract Administration Data:

11. Training:

11.1. The Contractor shall ensure all employees under this contract 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 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.

11.2. Contractor staff shall complete all VA mandatory training as requested. Training requirements are subject to change throughout the term of the contract as required by changes in VA, VHA, and/or VISN 2 policy. Contractor shall be responsible for ensuring timely staff compliance with all training requirements.

11.3. 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.

12. HIPAA Compliance. HIPAA compliance is required. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA).

13. Quality Assurance

13.1 Contractor shall maintain an on-going quality assurance program to objectively and systematically monitor and evaluate the quality of services, resolve identified problems, pursue opportunities for improved beneficiary care and provide a self-assessment of compliance with this contract.

13.2 A Patient Satisfaction Survey, approved by the Contracting Officer, shall be provided to each patient with delivery of eyeglasses along with an envelope addressed to the COR. When the COR receives the surveys, they will be reviewed, noting any negative comments, and then it shall be forwarded to the Contractor who shall keep track of the results for each site and provide the data, trends, and comments, in a format approved by the Contracting Officer. This information will be included in the Quarterly Quality Assurance Report.

13.3 The Contractor will provide a Quality Assurance Reports (Quarterly) and the Contract Usage Report (Quarterly) to the COR by the 10th calendar day of each new quarter. Quarters begin October 1; January 1; April 1; and July 1 of each year. The Quality Assurance report is described in Paragraph 9.4. The Contract Usage Report (Quarterly) is described in Paragraph 9.3

13.4 Performance Requirement Standards

Performance standards define desired contractor performance. The VA performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The VA shall use the standards below to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Reference

1. Timeliness and Accuracy of Delivery. Delivery of all items to the correct location no later than seven (7) business days after receipt of prescription/order issued by Government authorized personnel against the contract.

COR Responsibility:

Review reports Contractor Responsibility: Provide reports Para 2.1

9.1 b xiii

9.4 a

13.5 g Numerator = number of correct/timely orders delivered within 7 days in the quarter.

Denominator = total number of orders delivered in the quarter.

Analysis of QA Quarterly Report When AQL is not met: 1st offense is written notice to the Contractor to correct the deficiency. 2nd offense may result in a negative CPARS evaluation.

2. Timeliness and Accuracy of the Fabrication Billing Report. No later than 10 calendar days after each month, the Contractor shall submit to the Prosthetic COR at each facility, a summary of invoices for all eyeglasses delivered the previous month for payment processing.

COR Responsibility:

Review reports Contractor Responsibility: Provide reports Para 9.2

13.5 d

Numerator = number of timely/accurate Fabrication Billing Reports submitted Denominator = total number of Fabrication Billing Reports required

of the Fabrication Billing Report When AQL is not met: 1st offense is written notice to the Contractor to correct the deficiency. 2nd offense may result in a negative CPARS evaluation.

3. Accuracy of Eyeglass Fabrication and Prescriptions.

Contractor to provide eyeglasses in accordance with prescription and frame selection.

Prosthetic COR Responsibility:

Review reports and random samples.

Contractor Responsibility:

Provide reports

Para 4.1 5.1

9.1 b xii

9.4 c

13.5 e Numerator = number of correct orders delivered quarterly.

Denominator = total number of orders delivered quarterly.

Numerator = number of eyeglasses with correct prescription and frame in the sample Denominator = number of eyeglasses sampled 95%

95% Analysis of Quality Assurance Report (Quarterly)

Analysis of Eyeglass Order/ Delivery Report

Random Sampling When AQL is not met: 1st offense is written notice to the Contractor to correct the deficiency. 2nd offense may result in a negative CPARS evaluation.

4. Timeliness of Weekly Reports. The Contractor shall submit a weekly Eyeglass Order/Delivery to the Prosthetic COR at each facility.

COR Responsibility:

Review reports Contractor Responsibility:

Provide reports Para 9.1

9.4 a

13.5 d

Numerator = number of timely Eyeglass Order /Delivery reports submitted weekly for each facility in the quarter.

Denominator = total number of weekly Eyeglass Order /Delivery reports required in the quarter.

5. Quarterly Patient Satisfaction Contractor to provide Quality Assurance Report with Patient Satisfaction Data for each facility.

COR Responsibility:

Review reports and survey responses Contractor Responsibility:

Provide reports Para

9.4 h 13.2

13.5 e

Numerator = number of satisfied survey respondents Denominator = total number of survey respondents (surveys received) in the quarter

Analysis of Quality Assurance Report (Quarterly) When AQL is not met: 1st offense is written notice to the Contractor to correct the deficiency. 2nd offense may result in a negative CPARS evaluation.

6. Timeliness of Quality Assurance Report (Quarterly) and Contract Utilization Report (Quarterly) COR Responsibility:

Review reports Contractor Responsibility:

Provide reports Para 9.3 9.4 13.3

13.5 d Numerator = number of timely quarterly reports submitted Denominator = total number of quarterly reports required

13.5 Methods of QA Surveillance

Various methods exist to monitor performance. The CORs shall use the surveillance methods listed below in the administration of this plan.

a. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

b. USER SURVEY. (Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.)

c. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies, complaints are then investigated and validated.)

14. Documenting Performance

14.1 Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

a. Acceptable Performance: The VA will document positive performance.

b. Unacceptable performance: When unacceptable performance occurs, the COR will inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR will document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR will prepare a Contract Deficiency Report (CDR) and present it to the Contracting Officer for review and issuance to the contractor.

c. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must present this corrective action plan to the VA. The VA will review the contractor's corrective action plan to determine acceptability.

d. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

14.2 Frequency of Measurement

a. Frequency of Measurement: During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings: The COR shall meet or have a conference call with the contractor minimally 120 days out from the end of each ordering period if performance is less than satisfactory and shall provide a written assessment.

(End of Performance Work Statement)

B.2 PRICE/COST SCHEDULE

The contract ceiling is $25,000,000.00. The guaranteed minimum award amount is $1,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum.

ITEM INFORMATION

Single Vision Contract Period: Ordering Period One POP Begin: 08-01-2022 POP End: 07-31-2023 **VA Southern Nevada Healthcare System - Ordering Period 1**

0001AA

Glass

POP Begin: 08-01-2022

0001AB

Plastic-CR39

0001AC

Polycarbonate

0001AD

Hi-Index

Bifocal

POP Begin: 08-01-2022

0002AA

Glass

0002AB

Plastic-CR39

0002AC

Polycarbonate

0002AD

Hi-Index

Trifocal

POP Begin: 08-01-2022

0003AA

Glass

0003AB

Plastic-CR39

0003AC

Polycarbonate

0003AD

Hi-Index

Progressive (No-Line)

POP Begin: 08-01-2022

0004AA

Glass

0004AB

Plastic-CR39

0004AC

Polycarbonate

0004AD

Hi-Index

VASNHCS – Prism (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VA Southern Nevada Healthcare System

VASNHCS – Balanced (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Roll & Polished Edge (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Slab Off Prism (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Solid/Gradient Tint (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Anti Reflective (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Lenses, Oversize Eye Greater Than 58 (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Photochromic (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Polarized (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Aspheric (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - SV-Glass, Plastic-CR39, Polycarbonate, Hi-Index (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Bifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Trifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

POP Begin: 08-01-2022

VASNHCS - Progressive (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Ad-ons)

POP Begin: 08-01-2022

Single Vision

POP Begin: 08-01-2022

**VA Palo Alto Healthcare System - Ordering Period 1**

0019AA

Glass

0019AB

Plastic-CR39

0019AC

Polycarbonate

0019AD

Hi-Index

Bifocal

POP Begin: 08-01-2022

0020AA

Glass

0020AB

Plastic-CR39

0020AC

Polycarbonate

0020AD

Hi-Index

Trifocal

POP Begin: 08-01-2022

0021AA

Glass

0021AB

Plastic-CR39

0021AC

Polycarbonate

0021AD

Hi-Index

Progressive (No-Line)

POP Begin: 08-01-2022

0022AA

Glass

0022AB

Plastic-CR39

0022AC

Polycarbonate

0022AD

Hi-Index

VAPAHCS – Prism (Special Lenses/Add-ons)

POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 339115 - Ophthalmic Goods Manufacturing PRODUCT/SERVICE CODE: 6515 - Medical and Surgical Instruments, Equipment, and Supplies MANUFACTURER PART NUMBER (MPN): none

VAPAHCS – Balanced (Special Lenses/Add-ons)

VAPAHCS - Roll & Polished Edge (Special Lenses/Add-ons)

VAPAHCS - Slab Off Prism (Special Lenses/Add-ons)

VAPAHCS - Solid/Gradient Tint (Special Lenses/Add-ons)

VAPAHCS - Anti Reflective (Special Lenses/Add-ons)

VAPAHCS - Lenses, Oversize Eye Greater Than 58 (Special Lenses/Add-ons)

VAPAHCS – Photochromic (Special Lenses/Add-ons)

VAPAHCS – Polarized (Special Lenses/Add-ons)

VAPAHCS – Aspheric (Special Lenses/Add-ons)

VAPAHCS - SV-Glass, Plastic-CR39, Polycarbonate, Hi-Index (Special Lenses/Add-ons)

VAPAHCS - Bifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VAPAHCS - Trifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VAPAHCS - Progressive (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

Single Vision Contract Period: Ordering Period Two POP Begin: 08-01-2023 POP End: 07-31-2024 **VA Southern Nevada Healthcare System - Ordering Period 2**

1001AA

Glass

POP Begin: 08-01-2023

1001AB

Plastic-CR39

1001AC

Polycarbonate

1001AD

Hi-Index

POP Begin: 08-01-2023

PRINCIPAL NAICS CODE: 339115 - Ophthalmic Goods

Bifocal

POP Begin: 08-01-2023

1002AA

Glass

1002AB

Plastic-CR39

1002AC

Polycarbonate

1002AD

Hi-Index

Trifocal

POP Begin: 08-01-2023

1003AA

Glass

1003AB

Plastic-CR39

1003AC

Polycarbonate

1003AD

Hi-Index

Progressive (No-Line)

POP Begin: 08-01-2023

1004AA

Glass

1004AB

Plastic-CR39

1004AC

Polycarbonate

1004AD

Hi-Index

VASNHCS – Prism (Special Lenses/Add-ons)

VASNHCS – Balanced (Special Lenses/Add-ons)

VASNHCS - Roll & Polished Edge (Special Lenses/Add-ons)

VASNHCS - Slab Off Prism (Special Lenses/Add-ons)

VASNHCS - Solid/Gradient Tint (Special Lenses/Add-ons)

VASNHCS - Anti Reflective (Special Lenses/Add-ons)

VASNHCS - Lenses, Oversize Eye Greater Than 58 (Special Lenses/Add-ons)

VASNHCS – Photochromic (Special Lenses/Add-ons)

VASNHCS – Polarized (Special Lenses/Add-ons)

VASNHCS – Aspheric (Special Lenses/Add-ons)

VASNHCS - SV-Glass, Plastic-CR39, Polycarbonate, Hi-Index (Special Lenses/Add-ons)

VASNHCS - Bifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VASNHCS - Trifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VASNHCS - Progressive (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

Single Vision

POP Begin: 08-01-2023

**VA Palo Alto Healthcare System - Ordering Period 2**

1019AA

Glass

1019AB

Plastic-CR39

1019AC

Polycarbonate

1019AD

Hi-Index

Bifocal

POP Begin: 08-01-2023

1020AA

Glass

1020AB

Plastic-CR39

1020AC

Polycarbonate

1020AD

Hi-Index

Trifocal

POP Begin: 08-01-2023

1021AA

Glass

1021AB

Plastic-CR39

1021AC

Polycarbonate

1021AD

Hi-Index

Progressive (No-Line)

POP Begin: 08-01-2023

1022AA

Glass

1022AB

Plastic-CR39

1022AC

Polycarbonate

1022AD

Hi-Index

VAPAHCS – Prism (Special Lenses/Add-ons)

VAPAHCS – Balanced (Special Lenses/Add-ons)

VAPAHCS - Roll & Polished Edge (Special Lenses/Add-ons)

VAPAHCS - Slab Off Prism (Special Lenses/Add-ons)

VAPAHCS - Solid/Gradient Tint (Special Lenses/Add-ons)

VAPAHCS - Anti Reflective (Special Lenses/Add-ons)

VAPAHCS - Lenses, Oversize Eye Greater Than 58 (Special Lenses/Add-ons)

VAPAHCS – Photochromic (Special Lenses/Add-ons)

VAPAHCS – Polarized (Special Lenses/Add-ons)

VAPAHCS – Aspheric (Special Lenses/Add-ons)

VAPAHCS - SV-Glass, Plastic-CR39, Polycarbonate, Hi-Index (Special Lenses/Add-ons)

VAPAHCS - Bifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VAPAHCS - Trifocal (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

VAPAHCS - Progressive (Plastic-CR39, Hi-Index, Polycarbonate) (Special Lenses/Add-ons)

Single Vision Contract Period: Ordering Period Three POP Begin: 08-01-2024 POP End: 07-31-2025 **VA Southern Nevada Healthcare System - Ordering Period 3**

2001AA

Glass

POP Begin: 08-01-2024

2001AB

Plastic-CR39

2001AC

Polycarbonate

2001AD

Hi-Index

Bifocal

POP Begin: 08-01-2024

2002AA