DRAFT C03. 36C26321D0038 Final Solicitation 3.23.2021.docx
DOCX document 115 KB Posted
- Attached to
- 6540--VISN 23 Eyeglasses (VA-18-00144399)
- Solicitation number
- 36C26319R0053
About this file
This document is a final solicitation for prescription eyeglasses for Veterans Integrated Service Network 23 (VISN 23). It requires a contractor to provide all labor, materials, and transportation necessary to furnish eyeglasses to beneficiaries within VISN 23 facilities. Key details include:
-
The total potential contract value is raised from $35 million to $40 million, with a minimum guaranteed value of $100,000. The period of performance is a 5-year IDIQ contract with ordering periods within.
-
Required products and services include single vision, bifocal, trifocal, progressive, and miscellaneous lenses in various materials. Frames, lens treatments, coatings and tints are also required. Delivery must be made within 7 business days of order receipt.
-
The solicitation is a 100% SDVOSB set-aside. Offerors must satisfy all statement of work requirements. Performance measures address patient satisfaction, remakes, invoice accuracy, and fabrication/prescription errors.
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|---|---|---|
| 36C26319R0053 0007_1.docx | DOCX document |
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Text version
2.
CONTRACT
NO.
3.
AWARD/EFFECTIVE
DATE
4.
ORDER
NO.
5.
SOLICITATION
NUMBER
6.
SOLICITATION
ISSUE
DATE
36C26319R0053 7.
FOR
SOLICITATION
a. NAME b.
TELEPHONE
NO.
(No
Collect
Calls) 8.
OFFER
DUE
DATE/LOCAL
)SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30
1. REQUISITION NO.
INFORMATION CALL:
Richard Leistiko
319-688-3618
TIME 06-30-2020
9. ISSUED BY CODE
10.
THIS ACQUISITION IS
UNRESTRICTED OR
SET ASIDE:
% FOR:
Department of Veterans Affairs
SMALL BUSINESS
WOMEN-OWNED SMALL BUSINESS
(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED
NETWORK 23 CONTRACTING OFFICE
1303 5th St, Suite 300
HUBZONE SMALL BUSINESS
SMALL BUSINESS PROGRAM EDWOSB
NAICS:
339115
Coralville IA 52241
SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS
8(A)
SIZE STANDARD:
1000 Employees
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 N/A
14. METHOD OF SOLICITATION RFQ IFB X
RFP
15. DELIVER TO CODE 16. ADMINISTERED BY CODE
Multiple Stations See Statement of Work for further details
17a. CONTRACTOR/OFFEROR CODE FACILITY CODE
Department of Veterans Affairs NETWORK 23 CONTRACTING OFFICE 1303 5th St, Suite 300 Coralville IA 52241 18a. PAYMENT WILL BE MADE BY CODE
Department of Veterans Affairs FMS-VA-2(101) Financial Services Center PO Box 149971 Austin TX 78714-9971
PHONE: FAX:
TELEPHONE NO. DUNS: DUNS+4:
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER
| 19. | 20. |
| ITEM NO. | SCHEDULE OF SUPPLIES/SERVICES |
18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED SEE ADDENDUM
| 21. | 22. | 23. | 24. |
| QUANTITY | UNIT | UNIT PRICE | AMOUNT |
IDIQ FOR PRESCRIPTION EYEGLASSES TO COVER ALL OF VISN 23 SEE STATEMENT OF WORK FOR DETAILS ON ALL LINE ITEMS This solicitation is being conducted by the VISN 23 Contracting office for the VISN 23 VA Health Care THIS IS A 100% SDVOSB SET-ASIDE
OFFERS MUST SATISFY 100% OF THE STATEMENT OF WORK. FAILURE TO DEMONSTRATE THIS MAY RESULT IN THE OFFER BEING FOUND UNACCEPTABLE
Period of Performance - 5 year IDIQ with ordering periods within
ALL QUESTIONS NEED TO BE SUBMITTED 72 HOURS BEFORE RFQ CLOSE TO BE CONSIDERED.
EMAIL ALL QUESTIONS TO richard.leistiko@va.gov
SIGN SF1449 AND RETURN ALL PAGES WITH OFFER SUBMISSION
(Use Reverse and/or Attach Additional Sheets as Necessary)
25. ACCOUNTING AND APPROPRIATION DATA
26. TOTAL AWARD AMOUNT (For Govt. Use Only)
X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA
X ARE ARE
ARE NOT ATTACHED. ARE NOT ATTACHED
28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN
COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND
DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED 29.
| AWARD OF CONTRACT: REF. | OFFER |
| DATED | . YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE |
SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:
30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)
31b.
NAME
OF
CONTRACTING
OFFICER
(TYPE
OR
PRINT)
Jameson
Schwartz Contracting
Officer 30c.
DATE
SIGNED
)30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 31c. DATE SIGNED
AUTHORIZED FOR LOCAL REPRODUCTION
STANDARD FORM 1449
(REV. 2/2012)
PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212
A.2 CONTRACT ADMINISTRATION DATA
1. Contract Administration: All contract administration matters will be handled by the following individuals:
a. CONTRACTOR:
b. GOVERNMENT: Contracting Officer 36C263
Department of Veterans Affairs NETWORK 23 CONTRACTING OFFICE 1303 5th St, Suite 300 Coralville IA 52241
2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:
| [X] |
| 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or |
| [] |
| 52.232-36, Payment by Third Party |
3. INVOICES: Invoices shall be submitted in arrears:
a. Quarterly []
b. Semi-Annually []
c. Other [X] Certified Invoice
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.
Department of Veterans Affairs FMS-VA-2(101) Financial Services Center PO Box 149971 Austin TX 78714-9971
Page of
ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
| AMENDMENT NO |
| DATE |
0001 / Clarify Due Date
06/29/2020
| 0002 / Q&A |
| 07/16/2020 |
| 0003 / Q&A |
| 07/16/2020 |
| 0004 / Q&A – Revised Bid Schedule |
| 07/21/2020 |
| 0005 / CLIN Clarification |
| 07/23/2020 |
| 0006 / Q&A |
| 07/29/2020 |
| 0007 / Clarify Total Contract Value and revised SOW |
| 03/23/2021 |
Table of Contents
| SECTION A | 1 |
| SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS | 1 |
| CONTRACT ADMINISTRATION DATA | 2 |
| PRICE/COST SCHEDULE | 5 |
| ITEM INFORMATION | 5 |
| A.4 52.216-18 ORDERING (AUG 2020) | 27 |
| 52.216-19 ORDER LIMITATIONS (OCT 1995) | 27 |
| 52.216-22 INDEFINITE QUANTITY (OCT 1995) | 28 |
| VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018) | 28 |
| VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020) | 29 |
| VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE (JUL 2018) | 31 |
| VAAR 852.237-75 KEY PERSONNEL (OCT 2019) | 31 |
| ORDERING OFFICERS | 32 |
| 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) | 32 |
| 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (NOV 2020) ALTERNATE II (NOV 2020) | 33 |
36C26321D0038
Page of
A.3 PRICE/COST SCHEDULE.
ITEM
NUMBER
DESCRIPTION OF
SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT
PRICE
AMOUNT
0.00
EA
NSP
$0.00 Single
Vision
Lenses:
Contract
Period:
Base
POP
Begin:
03-01-2021
POP
End:
02-28-2022
1001AA
1,620.00
EA
Glass Contract
Period:
Base
POP
Begin:
POP
End:
1001AB
29,475.00
EA
Plastic Contract
Period:
Base
POP
Begin:
POP
End:
1001AC
2,350.00
EA
Polycarbonate Contract
Period:
Base
POP
Begin:
POP
End:
0.00
EA
NSP
$0.00 Bifocal
Lenses Contract
Period:
Base
POP
Begin:
03-01-2021
POP
End:
02-28-2022
1002AA
2,548.00
EA
Glass Contract
Period:
Base
POP
Begin:
POP
End:
)TOTAL CONTRACT VALUE - $40,000,000.00 MINIMUM GUARANTEED VALUE - $100,000.00 ITEM INFORMATION
1002AB
| 49,826.00 |
| EA |
Plastic
Contract Period: Base
POP Begin:
POP End:
1002AC
| 26,234.00 |
| EA |
Polycarbonate
Contract Period: Base
POP Begin:
POP End:
| 0.00 |
| EA |
| NSP |
| $0.00 |
Progressive Lenses
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
1003AA
| 2,389.00 |
| EA |
Glass
Contract Period: Base
POP Begin:
POP End:
1003AB
| 37,754.00 |
| EA |
Plastic
Contract Period: Base
POP Begin:
POP End:
1003AC
| 3,419.00 |
| EA |
Polycarbonate
Contract Period: Base
POP Begin:
POP End:
| 0.00 |
| EA |
| NSP |
| $0.00 |
Trifocal Lenses
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
1004AA
212.00 EA
Glass
Contract Period: Base
POP Begin:
POP End:
1004AB
7,626.00 EA
Plastic
Contract Period: Base
POP Begin:
POP End:
1004AC
477.00 EA
Polycarbonate
Contract Period: Base
POP Begin:
POP End:
| 0.00 | EA |
| NSP | |
| $0.00 |
Miscellaneous
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
Lenses and Blanks
1005AA
375.00 EA
Single Lenses Only
Contract Period: Base
POP Begin:
POP End:
1005AB
750.00 EA
Bifocal Lenses Only
Contract Period: Base
POP Begin:
POP End:
1005AC
750.00 EA
Progressive Lenses Only
Contract Period: Base
POP Begin:
POP End:
| 1005AD | |
| 293.00 | EA |
Trifocal Lenses Only
Contract Period: Base
POP Begin:
POP End:
| 1005AE | |
| 1,000.00 | EA |
Oversize Blanks
Contract Period: Base
POP Begin:
POP End:
| 1005AF | |
| 387.00 | EA |
Slab Off Single
Contract Period: Base
POP Begin:
POP End:
| 1005AG | |
| 325.00 | EA |
Slab Off Multifocal
Contract Period: Base
POP Begin:
POP End:
| 1006 | |
| 245.00 | EA |
Prisms (Lenses)
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007 | |
| 0.00 | EA |
| NSP | |
| $0.00 |
Lens Treatments,/Tints, Dyes, Coatings
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AA | |
| 1,090.00 | EA |
Rose, Amber, Brown, Gray tints (Routine)
Contract Period: Base
POP Begin:
POP End:
| 1007AB | |
| 3,030.00 | EA |
Rose, Amber, Brown, Gray tints (Polycarbonate)
Contract Period: Base
POP Begin:
POP End:
| 1007AC | |
| 1,385.00 | EA |
Photogray (Glass Only)
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AD | |
| 84,840.00 | EA |
Transitional (All)
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AE | |
| 2,020.00 | EA |
Bifocal ST-35
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AF | |
| 1,020.00 | EA |
Trifocal 7X35
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AG | |
| 1,290.00 | EA |
Extra power on cylinder over 10 but under 12 diopters
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 1007AH | |
| 1,247.00 | EA |
Extra power on cylinder over 12 diopters
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
1007AJ
| 25,000.00 |
| EA |
Anti-Reflective Coating
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
1007AK
| 1,433.00 |
| EA |
Hi Index
Contract Period: Base
POP Begin: 03-01-2021
POP End: 02-28-2022
| 0.00 | EA |
| NSP | |
| $0.00 |
Single Vision Lenses:
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
2001AA
Glass
| 1,620.00 |
| EA |
2001AB
Plastic
| 29,475.00 |
| EA |
2001AC
Polycarbonate
| 2,350.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Bifocal Lenses
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
2002AA
| 2,548.00 |
| EA |
2002AB
| 49,826.00 |
| EA |
Plastic
2002AC
Polycarbonate
| 26,234.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Progressive Lenses
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
2003AA
| 2,389.00 |
| EA |
2003AB
| 37,754.00 |
| EA |
2003AC
| 3,419.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Trifocal Lenses
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
2004AA
| 212.00 |
| EA |
2004AB
| 7,626.00 |
| EA |
2004AC
| 477.00 |
| EA |
Miscellaneous Contract Period: Option 1
| 0.00 | EA |
| NSP | |
| $0.00 |
POP Begin: 03-01-2022 POP End: 02-28-2023
2005AA
Single Lenses Only
375.00 EA
2005AB
Bifocal Lenses Only
750.00 EA
2005AC
Progressive Lenses Only
750.00 EA
2005AD
Trifocal Lenses Only
293.00 EA
2005AE
Oversize Blanks
1,000.00 EA
2005AF
Slab Off Single
387.00 EA
2005AG
Slab Off Multifocal
325.00 EA
| 2006 | |
| 245.00 | EA |
Prisms (Lenses)
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
| 2007 | |
| 0.00 | EA |
Lens Treatments,/Tints, Dyes, Coatings Contract Period: Option 1 POP Begin: 03-01-2022 POP End: 02-28-2023
| NSP |
| $0.00 |
| 2007AA | |
| 1,090.00 | EA |
Rose, Amber, Brown, Gray tints (Routine)
| 2007AB | |
| 3,030.00 | EA |
Rose, Amber, Brown, Gray tints (Polycarbonate)
| 2007AC | |
| 1,385.00 | EA |
Photogray (Glass Only)
| 2007AD | |
| 84,840.00 | EA |
Transitional (All)
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
| 2007AE | |
| 2,020.00 | EA |
Bifocal ST-35
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
| 2007AF | |
| 1,020.00 | EA |
Trifocal 7X35
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
| 2007AG | |
| 1,290.00 | EA |
Extra power on cylinder over 10 but under 12 diopters Contract Period: Option 1 POP Begin: 03-01-2022 POP End: 02-28-2023
| 2007AH | |
| 1,247.00 | EA |
Extra power on cylinder over 12 diopters Contract Period: Option 1 POP Begin: 03-01-2022 POP End: 02-28-2023
| 2007AJ | |
| 25,000.00 | EA |
Anti-Reflective Coating Contract Period: Option 1
POP Begin: 03-01-2022 POP End: 02-28-2023
2007AK
| 1,433.00 |
| EA |
Hi Index
Contract Period: Option 1
POP Begin: 03-01-2022
POP End: 02-28-2023
| 0.00 | EA |
| NSP | |
| $0.00 |
Single Vision Lenses:
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
3001AA
| 1,620.00 |
| EA |
3001AB
| 29,475.00 |
| EA |
3001AC
| 2,350.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Bifocal Lenses
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
3002AA
| 2,548.00 |
| EA |
3002AB
| 49,826.00 |
| EA |
3002AC
| 26,234.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Progressive Lenses
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
3003AA
2,389.00 EA
3003AB
37,754.00 EA
3003AC
3,419.00 EA
| 0.00 | EA |
| NSP | |
| $0.00 |
Trifocal Lenses
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
3004AA
212.00 EA
3004AB
7,626.00 EA
3004AC
477.00 EA
| 0.00 | EA |
| NSP | |
| $0.00 |
Miscellaneous
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
3005AA
375.00 EA
Single Lenses Only
3005AB
Bifocal Lenses Only
| 750.00 |
| EA |
3005AC
| 750.00 |
| EA |
3005AD
| 293.00 |
| EA |
3005AE
| 1,000.00 |
| EA |
3005AF
| 387.00 |
| EA |
3005AG
| 325.00 |
| EA |
Prisms (Lenses)
| 245.00 |
| EA |
| 3007 | |
| 0.00 | EA |
Lens Treatments/Tints, Dyes, Coatings: Contract Period: Option 2 POP Begin: 03-01-2023 POP End: 02-29-2024
| NSP |
| $0.00 |
| 3007AA | |
| 1,090.00 | EA |
Rose, Amber, Brown, Gray tints (Routine) Contract Period: Option 2 POP Begin: 03-01-2023 POP End: 02-29-2024
| 3007AB | |
| 3,030.00 | EA |
Rose, Amber, Brown, Gray tints (Polycarbonate)
| 3007AC | |
| 1,385.00 | EA |
Photogray (Glass Only)
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
| 3007AD | |
| 84,840.00 | EA |
Transitional (All)
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
| 3007AE | |
| 2,020.00 | EA |
Bifocal ST-35
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
| 3007AF | |
| 1,020.00 | EA |
Trifocal 7X35
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
| 3007AG | |
| 1,290.00 | EA |
Extra power on cylinder over 10 but under 12 diopters Contract Period: Option 2 POP Begin: 03-01-2023 POP End: 02-29-2024
| 3007AH | |
| 1,247.00 | EA |
Extra power on cylinder over 12 diopters Contract Period: Option 2 POP Begin: 03-01-2023 POP End: 02-29-2024
| 3007AJ | |
| 25,000.00 | EA |
Anti-Reflective Coating Contract Period: Option 2 POP Begin: 03-01-2023 POP End: 02-29-2024
3007AK
| 1,433.00 |
| EA |
Hi Index
Contract Period: Option 2
POP Begin: 03-01-2023
POP End: 02-29-2024
| 0.00 | EA |
| NSP | |
| $0.00 |
Single Vision Lenses:
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
4001AA
| 1,620.00 |
| EA |
4001AB
| 29,475.00 |
| EA |
| $15.000000 |
| $442,125.00 |
4001AC
Polycarbonate
| 2,350.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Bifocal Lenses
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
4002AA
| 2,548.00 |
| EA |
4002AB
| 49,826.00 |
| EA |
4002AC
| 26,234.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Progressive Lenses
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
4003AA
Glass
| 2,389.00 |
| EA |
4003AB
| 37,754.00 |
| EA |
4003AC
| 3,419.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Trifocal Lenses
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
4004AA
| 212.00 |
| EA |
4004AB
| 7,626.00 |
| EA |
4004AC
| 477.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Miscellaneous
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
4005AA
| 375.00 |
| EA |
4005AB
750.00 EA
4005AC
750.00 EA
4005AD
293.00 EA
4005AE
1,000.00 EA
4005AF
387.00 EA
4005AG
325.00 EA
| 4006 | |
| 245.00 | EA |
Prisms (Lenses)
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 4007 | |
| 0.00 | EA |
Lens Treatments/Tints, Dyes, Coatings: Contract Period: Option 3 POP Begin: 03-01-2024 POP End: 02-28-2025
| NSP |
| $0.00 |
| 4007AA | |
| 1,090.00 | EA |
Rose, Amber, Brown, Gray tints (Routine)
| 4007AB | |
| 3,030.00 | EA |
Rose, Amber, Brown, Gray tints (Polycarbonate)
| 4007AC | |
| 1,385.00 | EA |
Photogray (Glass Only)
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 4007AD | |
| 84,840.00 | EA |
Transitional (All)
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 4007AE | |
| 2,020.00 | EA |
Bifocal ST-35
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 4007AF | |
| 1,020.00 | EA |
Trifocal 7X35
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 4007AG | |
| 1,290.00 | EA |
Extra power on cylinder over 10 but under 12 diopters Contract Period: Option 3 POP Begin: 03-01-2024 POP End: 02-28-2025
| 4007AH | |
| 1,247.00 | EA |
Extra power on cylinder over 12 diopters Contract Period: Option 3 POP Begin: 03-01-2024 POP End: 02-28-2025
| 4007AJ | |
| 25,000.00 | EA |
Anti-Reflective Coating Contract Period: Option 3 POP Begin: 03-01-2024 POP End: 02-28-2025
| 4007AK | |
| 1,433.00 | EA |
Hi Index
Contract Period: Option 3
POP Begin: 03-01-2024
POP End: 02-28-2025
| 0.00 | EA |
| NSP | |
| $0.00 |
Single Vision Lenses:
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5001AA
| 1,620.00 |
| EA |
5001AB
| 29,475.00 |
| EA |
5001AC
| 2,350.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Bifocal Lenses
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5002AA
| 2,548.00 |
| EA |
5002AB
| 49,826.00 |
| EA |
5002AC
| 26,234.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Progressive Lenses
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5003AA
Glass
| 2,389.00 |
| EA |
5003AB
| 37,754.00 |
| EA |
5003AC
| 3,419.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Trifocal Lenses
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5004AA
| 212.00 |
| EA |
5004AB
| 7,626.00 |
| EA |
5004AC
| 477.00 |
| EA |
| 0.00 | EA |
| NSP | |
| $0.00 |
Miscellaneous
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5005AA
| 375.00 |
| EA |
5005AB
| 750.00 |
| EA |
5005AC
750.00 EA
5005AD
293.00 EA
5005AE
| 1,000.00 |
| EA |
5005AF
387.00 EA
5005AG
325.00 EA
Prisms (Lenses) Contract Period: Option 4 POP Begin: 03-01-2025 POP End: 02-28-2026
245.00 EA
| 5007 | |
| 0.00 | EA |
Lens Treatments,/Tints, Dyes, Coatings Contract Period: Option 4 POP Begin: 03-01-2025 POP End: 02-28-2026
| NSP |
| $0.00 |
| 5007AA | |
| 1,090.00 | EA |
Rose, Amber, Brown, Gray tints (Routine)
| 5007AB | |
| 3,030.00 | EA |
Rose, Amber, Brown, Gray tints (Polycarbonate) Contract Period: Option 4 POP Begin: 03-01-2025
| 5007AC | |
| 1,385.00 | EA |
Photogray (Glass Only)
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
| 5007AD | |
| 84,840.00 | EA |
Transitional (All)
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
| 5007AE | |
| 2,020.00 | EA |
Bifocal ST-35
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
5007AF
| 1,020.00 | EA |
| $10.000000 | |
| $10,200.00 |
Trifocal 7X35
Contract Period: Option 4
POP Begin: 03-01-2025
POP End: 02-28-2026
| 5007AG | |
| 1,290.00 | EA |
Extra power on cylinder over 10 but under 12 diopters Contract Period: Option 4
| 5007AH | |
| 1,247.00 | EA |
Extra power on cylinder over 12 diopters Contract Period: Option 4
5007AJ
Anti-Reflective Coating Contract Period: Option 4 POP Begin: 03-01-2025
25,000.00 EA
| 5007AK | |
| 1,433.00 | EA |
Hi
Index Contract Period: Option 4
POP
Begin:
03-01-2025
POP
End:
02-28-2026
GRAND
TOTAL
STATEMENT OF WORK (SOW)
(a). GENERAL INFORMATION
(1). Title of Project: Prescription Eyeglasses – VISN 23
(2). Scope of Work: The Contractor shall provide all labor, materials and transportation necessary to provide eyeglasses to beneficiaries within the Dept. of Veterans Affairs Veterans Integrated Service Network (VISN)23 service area, as described in this statement of work (SOW), except as may otherwise be specified.
(3). Location: the following VISN 23 facilities unless otherwise noted
VISN 23 PSAS FACILITY ADDRESSES:
Black Hills Health Care System:
1. Fort Meade, SD (Loc. 1) Prosthetics Service (568/121) Department of Veterans Affairs 113 Comanche Road Fort Meade, SD 57741-1099
2. Hot Springs, SD (Loc. 2) Prosthetics Service (568/121) Department of Veterans Affairs 500 North 5th Street Hot Springs, SD 57747
Nebraska Western Iowa Health Care System:
1. Grand Island, NE (Loc. 7) Prosthetics Service (636A4/121) Department of Veterans Affairs 2201 N. Broadwell, Ave.
Grand Island, NE 68803
2. Lincoln, NE (Loc. 8) Prosthetics Service (636A5/121) Department of Veterans Affairs 600 South 70th Street Lincoln, NE 57747
VA Fargo, ND (Loc. 3) Prosthetics Service (437/121) Department of Veterans Affairs 2101 Elm Street Fargo, ND 58102-2498
VA Minneapolis, MN (Loc. 4) Prosthetics Service (618/121) Department of Veterans Affairs One Veterans Drive Minneapolis, MN 55417
VA St. Cloud, MN (Loc. 5) Prosthetics Service (RS-117) Department of Veterans Affairs 4801 8th St. North St. Cloud, MN 56303-2099
VA Sioux Falls, SD (Loc. 6) Prosthetics Service (438/121) Department of Veterans Affairs 2501 West 22nd Street Sioux Falls, SD 57105
3. Omaha, NE (Loc. 9) Prosthetics Service (636/121) Department of Veterans Affairs 4101 Woolworth Ave.
Omaha, NE 68105
VA Iowa City, IA (Loc. 10) Prosthetics Service (636A8/121) Department of Veterans Affairs 601 Highway 6 West Iowa City Iowa 52246
Central Iowa Health Care System:
1. Des Moines, IA (Loc. 11) Prosthetics Service (636A6/121) Department of Veterans Affairs 3600 30th Street Des Moines, IA, 50310
2. Knoxville, IA (Loc. 12) Prosthetics Service (636A7/121) Department of Veterans Affairs 1515 West Pleasant St Knoxville, IA, 50139
(4). Background information:
(A). The Department of Veterans Affairs (VA), VISN 23, has an ongoing program to furnish eyeglasses to beneficiaries of the VISN 23 facilities listed above. The following historical usage information is provided to show the approximate number of pairs of eyeglasses that were required in previous years
| PRESCRIPTION EYEGLASSES VISN 23 |
| Estimated Total |
| Grand Island/Lincoln/Omaha, NE (NWIHCS) |
| 10,780 |
| Des Moines/Knoxville, IA (CIHCS) |
| 7,814 |
| Iowa City, IA |
| 8,001 |
| Fargo, ND |
| 8,126 |
| Sioux Falls, SD |
| 5,538 |
| Fort Meade/Hot Springs, SD (BHHCS) |
| 5,860 |
| Minneapolis, MN |
| 24,108 |
| St. Cloud, MN |
| 7,938 |
| ESTIMATED ORDERS / YEAR |
| 78,164 |
(B). The quantities shown for specific Contract Line Item Numbers (CLINS) in section B.2 – Price Schedule, are estimates only and impose no obligation on the VA. The contract shall be for the actual requirements of the VA as ordered by the VA during the life of the contract.
(5). Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of service commencement, unless otherwise directed by the CO, and shall provide the required services until the date of contract expiration.
(6). Type of Contract: Fixed-Price.
(b). CONTRACT AWARD MEETING. The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the Contractor that a kickoff meeting is waived.
(c). INTENT. The Intent of this solicitation is to establish one contract to provide all labor and materials necessary to provide eyeglasses to beneficiaries of the VA Medical Facilities listed in this section (d). DELIVERY ORDERS.
(1). Delivery orders will be issued under the contract by the facilities listed above. An authorized representative of Prosthetics & Sensory Aid Service (P&SAS) at each respective facility will place orders for supplies or services. Each order will contain the beneficiaries’ name, and home address as well as the type of supplies, services required.
(2). Prescriptions will be transmitted by Electronic means. A purchase authorization and details of the eyeglasses prescription will be transmitted to the Contractor within 1 (one) business day of receipt of the prescription from Optometry. The contractor shall have the capability to receive orders via facsimile (fax) transmission located in a secure location not open to the public and through encrypted PKI email capability. The fax machine shall be independent from the contractor’s established phone line and be capableof receiving faxed orders. The contractor shall maintain a log of all work transmitted via fax, computer, and telephone. The log will be electronically maintained in the VA provided computer using an Excel spreadsheet. Mailing orders will only be used in an emergency affecting fax and email capabilities and when a frame must accompany the order.
(3). Prescriptions will be transmitted by Electronic means. These authorizations may be sent in the form of an Excel spreadsheet containing multiple orders. The contractor shall have the capability to receive orders via facsimile (fax) transmission located in a secure location not open to the public and through encrypted PKI email capability. 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. The log will be electronically maintained in the VA provided computer using an Excel spreadsheet. Mailing orders will only be used in an emergency affecting fax and email capabilities and when a frame must accompany the order.
(4). All delivery orders placed against this contract are to be paid by the VA Medical Center placing the order. The purchase card or IPPS payment method will be billed and proper invoices will be sent to the address cited on the order within 5 business days of shipment of eyeglasses. Invoices may be sent weekly for payment. Delivery shall be made as specified on the order to the veteran’s residence or the Eye Clinic.
(e). PATIENT CONFIDENTIALITY. The Contractor shall ensure confidentiality of all patient information following all Health Insurance Portability and Accountability Act (HIPPAA) rules and regulations. Contractor is directly responsible for compliance with the HIPAA and the Health Information Technology for Economic and Clinical Health Act (HITECH) and is directly responsible for any violations.
(f). SOLICITATION OF BENEFICIARIES
(1). The Contractor shall deal directly with the CO and or the COR, relative to any aspect of the contract. The Contractor shall not directly or indirectly solicit the beneficiaries of the Department of Veterans Affairs. The Contractor will contact the beneficiary or caregiver only
(2). The Contractor shall, upon receipt of an electronic eyeglass consult and authorization, fill the order as written and not encourage the beneficiary to upgrade the order through persuasive sales techniques. If the beneficiary requests an upgrade of frames or lenses, which is permissible, the difference in price must be paid for directly by the beneficiary.
(g). PRODUCT SUBSTITUTIONS. The Contractor shall maintain an adequate inventory of all items covered by this requirement and shall provide a similar or equal item if stock is not immediately available or in case of emergency. Any proposed substitutes for, or changes to, the approved frames must be approved, in writing, by the CO. In addition, new frame samples shall be submitted prior to the exercise of each ordering period and must be approved by the COR prior to contract award. No product substitutions shall be made without prior written approval of the CO.
(h). SPECIFIC TASKS.
(1). Priority care. VA beneficiaries shall receive priority care within the facility Optometry clinic.
Qualified VA beneficiaries shall be the first to receive treatment.
(2). Lenses furnished. The Contractor shall furnish the following eyeglass lenses:
(A). Single vision lenses shall be all powers including spheres, plano-cylinders and sphero- cylinders. Clear framed lenses shall be provided for VA patients. Oversized blanks shall be provided upon request.
(B). Bifocal lenses shall be all powers (in major lens), including spheres, plano-cylinders, andsphero-cylinders. Add +0.50 to +6.00D. Clear framed lenses shall be provided to VA patients. Oversize blanks shall be provided upon request. Lenses shall be available in glass and plastic with flattop, executive and polycarbonate with flattop segments.
(C). Trifocal lenses shall be all powers (in major lens), including spheres, plano-cylinders, and sphero-cylinders. Add +0.50 to +4.00D, 50% intermediate power shall be available. Oversize blanks shall be provided upon request. Lenses shall be available in glass and plastic with flattop, executive and polycarbonate with flattop segments.
(D). Progressive Lenses - shall be all powers (in major lens), including spheres, plano- cylinders, and sphero-cylinders. Add +0.50 to +4.00D clear framed lenses shall be provided to VA patients. Premium Progressive lenses in Varilux Comfort/Short, Kodak Precise/Short and Varilux Physio/Short will be available upon request and shall be priced accordingly in the schedule of items and price list.
(E). Oversize blanks shall be provided upon request. Lenses shall be available in glass, plastic, and polycarbonate. The offeror shall identify what progressive lens type will be provided as the standard issue. In the event the VA Eyecare provider requests a specific progressive lens type, other than what is provided as first choice by the contractor, the alternative shall be priced accordingly in the schedule of items and pricelists.
(6). High Index Lenses. The Contractor shall furnish eyeglass lenses with an index of refraction equal to the range of 1.56 and 1.67. Upon request will be available in 1.74 to include to plan for rendering services or supplies authorized by the
VA.
(A). All lenses shall be available in glass, plastic, polycarbonate or safety glass, plastic orpolycarbonate. Lenses shall be fabricated and provided in accordance with the most recent "American National Standards for Ophthalmic Lenses - Recommendation".
(B). All ophthalmic lenses shall be in accordance with Food and Drug Administration regulations (21 CFR, Parts 3 and 4) for impact resistance unless otherwise specified in the order.
(C). Glass and plastic ophthalmic lenses, single vision, and multi-focal shall be corrected curved lenses.
(D). Glass ophthalmic lenses shall be either chemically or heat strengthened for impact resistance only.
(E). Safety lenses that adhere to the latest ANSI standards shall be available in glass, plastic, polycarbonate, single vision, bifocal, trifocal and progressive in any power necessary.
(F). Ophthalmic lenses shall be made in minus cylinder.
(G). Scratch resistant coating shall be available for plastic lenses. (H). Anti-glare coating shall be available for all lenses.
(I). Tints of all types to include pgx and transitions as well as progressives shall be available.
(J). Contractor will have available within the Optometry samples of all lens blanks to assist in patient education.
(7). Frames:
(A). Must provide a frame selection chart.
(i). The chart shall include, but is not limited to, specifications of all frames, pictures and information about each frame. For each frame proposed, specify the name of manufacturer, frame style name, material classification, sizes, colors, department (men's, women's, etc.) and name of distributor. No discontinued models. The submitted frame chart must clearly indicate which frames are men, women, unisex, and safety. Deluxe frames should also be clearly identified from the standard frames in all categories.
(ii). Frames with spring hinges, various bridge sizes and styles (saddle bridge, keyhole bridge, silicone nose pads), plus different temple lengths must be included. Deluxe Frames refers to eyeglass frames with features that make them more durable than standard frames.
(iii). A final sample kit may include frames for approximately of forty (40) different frame types for men, thirty (30) different frame types for women, twenty-five
(25) unisex frames and five (5) safety frames. At least 5 frames for both men and women must be deluxe frames. The selection committee will provide each color’s approved sample kit to the CO and the CO shall notify each Offeror of their approved sample kit. The Offeror must base their pricing on a per frame basis in the proposal. Contracting Office will utilize pricing from 100 selected single vision, Bifocal
D28 and progressive.
frames to establish vendor price.
(B). The Contractor shall furnish eyeglass frames meeting the following requirements. All frames shall be of first quality new material and, shall be delivered completely assembled and include the mounting of lenses. Frames shall be in accordance with the most recent ANSI Z80.5 or latest edition, requirements for dress and safety ophthalmic wear.
(i). The Contractor shall make available a minimum combination of forty (40) different frame types for men, thirty (30) different frame types for women, twenty-five (25) unisex frames and five (5) safety frames. These frames shall be of durable material in various styles, sizes and colors to accommodate the varying range of facial features and prescription requirements, to include plastic, metal and titanium. The metal and titanium frame selection shall include both spring-hinged and adjustable nosepiece styles. The plastic frame selection shall include both spring-hinged and non- spring hinged styles. Frames sizes will need to include large frames (54-60). In the event an approved frame is no longer available the contractor shall submit a replacement sample for approval by the facility COR. The replacement frame shall be at no additional cost.
(C). Privately owned frames may be submitted to the contractor for new lens orders. Charges for lenses only shall be in accordance with the schedule. Contractor assumes the liability, if they accept the frame, and is responsible for replacing like-in-kind frames, at no cost to the VA or beneficiary, in the event the privately-owned frames are lost or broken while in the Contractor’spossession. Like-in-kind frames shall be in accordance with American National Standards Institute Requirements for Dress Ophthalmic Frames ANSI Z80.5 or latest edition.
(8). Cases: One eyeglass case shall be provided at no charge with each pair of eyeglasses furnished. Cases shall be leather like (or leather), cushioned, open end pocket clip-on or button over flap. Cases will be of quality workmanship and fit the eyeglasses being provided.
(9). Repair Kit: Repairs shall be performed by the facility Optometry clinic. The Clinic shall provide minor eyeglass repair service to entitled beneficiaries who require replacement screws or nose pads for current prescription eyeglasses, at no cost to the beneficiary or the VA. The Contractor shall maintain repair kit tools and associated supplies (replacement screws and nose pads) necessary to complete those repairs. When temple replacement is required, the VA will pay for the temples, in accordance with the schedule. All labor will be included in the cost.
(10). Prescriptions/Orders:
(A). The contractor shall only provide glasses under this contract after receipt of a valid prescription (Rx) and purchase authorization. Orders may be placed electronically, via fax, by mail, or in another manner consistent with accepted business practices, when approved by the VISN COR and authorized by the CO.
(B). The VA will submit eyeglass orders to the contractor daily. Eyeglass orders may be submitted electronically. Batching of orders is not authorized by either party. Batching in this case means holding orders to meet a minimum requirement by either party. Order may be submitted daily by Prosthetic staff. Fabrication of eyeglasses shall not begin prior to receiving an authorization from Prosthetics.
(C). Orders will be placed on an as needed basis and will provide the Rx, quantity, frame, accessories, and all other relative information for the fabrication of eyeglasses. The contractor shall notify the ordering facility within eight (8) working hours of receipt of a Rx if the Rx is incomplete. Contractors shall not provide any prescribingservices.
(11). Quality Assurance:
(A). The Contractor shall provide a toll-free telephone number for ordering and customer inquiries and shall designate a contact person who will function as a VA customer service person to maintain the account and rapidly resolve any identified problems.
(B). The Contractor shall develop a customer service survey form to be completed by the beneficiary. The survey format and questions must be approved by the VISN COR. This shall be part of the Contractor's Quality Assurance Program. The contractor shall provide a customer satisfaction survey to each beneficiary receiving eyeglasses under this contract, compile responses (by facility), and provide the Facility COR a monthly recap report.
The survey will include the following information:
· Beneficiary’s satisfaction with the quality of product,
· timeliness of delivery,
· courtesy and friendliness of staff,
· cleanliness of area.
A postage paid self-addressed return envelope will be included with each survey. The report will include individual responses, cumulative report for responses for each question and a graph of the percentage of positive and negatives for each question.
Percentage will be based on the total number of responses received for the month. (12). Reports:
(A). The Contractor shall submit by the 5th business day of the following month, reports to each of the ordering facility CORs with the following information:
(i). Number of eyeglasses returned due to lab error. (ii). Breakage/spoilage rate.
(iii). Date of orders.
(iv). Shipment dates to VA and/or beneficiary.
(v). VA error rates (errors submitted to the contractor to be processed). (vi). Contractor error rates (errors submitted to VA and/or beneficiary).
(B). Activity Reports. The Contractor shall provide activity reports, at a minimum, on a weekly basis sorted by each VA facility to each respective COR. Reports shouldinclude:
(i). Work in progress. (ii). Work completed.
(iii). Shipping list that includes dates shipped to Veteran beneficiary or VA facility.
(C). Quality Assurance Reports – See Quality Assurance section.
(13). Corrections:
(A). Contractor errors in filling Rx's will be corrected within 30 business days after notification from the VA or beneficiary, at no cost to the VA or beneficiary and includes all upgrades and add-ons. This includes incorrect measurements by the facility. If eyeglasses are returned to the contractor for correction of a problem due to contractor error, the corrected eyeglasses shall be adjusted and overnighted via certified carrier to the beneficiary and a shipping document will be provided to the facility COR.
(B). Prescribing errors made by the VA and detected by the contractor shall be called to theattention of the prescribing VA facility within 2 business days of identification of the error. Delivery time shall commence on the date a corrected Rx is received by the contractor. In the event replacement glasses are necessary, the VA will be responsible for the cost and delivery of any replacement glasses due to prescription errors.
(C). Eyeglasses lost due to contractor errors shall be replaced at the contractor's expense.
Eyeglasses lost due to errors by the VA shall be replaced at the VA's expense.
(D). The contractor shall closely monitor prescription errors to ensure an accuracy rate of 98% or better is achieved. The accuracy rate shall be determined based on the total number of glasses fabricated within each calendar month effective with the first day ofthe month. These conditions do not apply to adjustments incidental to the wearing of eyeglasses, adjustments required by physical change of the wearer, or where there is evidence of deliberate misuse or alteration by anyone other than the contractor.
(14). Warranty: The contractor shall warrant/guarantee the eyeglasses against defective material and/or workmanship for a minimum of one (1) year from the date of acceptance. All necessary adjustments (i.e., material defects, distortions, etc.) shall be made by the Contractor at no charge. Manufacturer’s warranties of eyeglass components that extend beyond the minimum one- year period shall be expressed and enforced. The Contractor agrees to furnish without additional cost to the VA, all labor and materials necessary to correct defects that were detected during the guarantee period. These conditions do not apply to adjustments incidental to the wearing of eyeglasses, adjustments required due to physical change of the wearer, or where there is evidence of deliberate misuse or alteration by anyone other than the Contractor.
(15). Delivery:
(A). All eyewear furnished under this contract shall be delivered within seven (7) business days after receipt of the order, unless otherwise specified, regardless if they have upgrades and/or add-ons that are paid for by the beneficiary.
(B). Delivery of eyeglasses shall be made to the designated address of the beneficiary or the VA ordering facility, as indicated on the order. The Contractor guarantees delivery to the designated location (FOB Destination). When eyeglasses are reported as not received at the designated point of delivery, the Contractor will replace them at no cost to the VA unless the Contractor is able to prove to the VA that the eyeglasses were delivered as ordered.
(C). Prior to shipment, the Contractor will ensure all eyeglasses are placed in an eyeglass case and include instructions on the care and cleaning of the eyeglasses.
(D). A reminder instruction slip will be included with each pair of eyeglasses regarding needfor adjustment and point-of-contact (POC) telephone number for initial troubleshooting.
(E). The Contractor shall provide routine frame adjustments, at no cost, and repairs upon request. Repairs may be chargeable to the VA when the repair is coordinated with and approved by the facility COR. A purchase order authorization is required for all authorized repairs.
(F). The Contractor shall have the ability to ship overnight. Overnight delivery service costs shall be invoiced to the ordering VA facility. Regular delivery method shall be the choice of the Contractor. Proof of delivery may be required from the Contractor by the COR, at no additional cost to the VA.
(G. The Contractor shall notify beneficiaries within two (2) working days, by phone, of receipt of prescription eyeglasses when delivery to the VA facility is requested. The Contractor shall perform final fitting and adjustments of eyeglasses delivered to the VA facility.
(H). The Contractor shall handle beneficiary complaints by obtaining all the facts related to the transaction and resolving the issue at the lowest level, unless other VA personnel, such as Chief, PSAS or Chief, Eye Clinic require involvement to resolve the patient issue.
(I). The Contractor shall notify the VA Prosthetic Representative or COR via email or fax in the event of delays. Include cause for delay, remedy date and date of expected shipment to designated address as indicated on the PO. Failure by the Contractor to provide a written notification within 1business day as specified above constitutes a performance failure and the COR shall notify the CO, who in turn shall undertake any action authorized pursuant to the contract agreement or otherwise in accordance with applicable statues and regulations.
(J). The Contractor shall be responsible for informing the COR of any government deficiencies such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, inability to reach the VA Prosthetic Representative or COR, payment delays or other issues. The Contractor’s failure to notify the 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.
(16). Removal, Recall, or Modification: The Contractor shall notify the VISN COR and facility COR within three (3) calendar days of any notification of any removal, recall or modification of any supplies required under this contract. Notification shall include:
(A). Administrative identification data, including the order numbers and order date. (B). Reason for recall, removal, adjustment or modification.
(C). Instruction for appropriate corrective action.
(17). Billing and Payment: The Contractor shall submit invoices to the Prosthetics Office of the ordering facility within 5 business days of completion of the work. Payment may be made with a government purchase card or IPPS, which will be billed within 10 business days of completion of the work. Contractor shall have level two data access to enable them to enter the purchase order number when the invoice is billed to the purchase card.
(18). Training: 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 the VA Vista system to ensure Contractor employees can successfully enter beneficiary data. The Contractor shall ensure all personnel working at each VA facility 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 General Employee Privacy Awareness) training. Training requirements must be completed prior to any Contractor personnel being granted access to the Government computer system, and annually thereafter.
Additionally, the Contractor will provide the facility COR certificates of completion for each of the training requirements before commencing work and annually. The VA 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.
(i). PERFORMANCE MEASURES
| Performance Objective |
| Acceptable |
Quality Level (AQL)
| Method of Performance Assessment |
| Incentive / Disincentive |
1 - Performance Requirement: Patient Satisfaction (SOW Section H, para 11 (B))
| Performance criteria equals 98% or better |
| Patient satisfaction/ complaints, and documentation submitted Numerator is the total number of validated complaints for the month and the denominator is the total number of orders for |
the month.
When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation.
2 - Performance Requirement: Number of remakes and timeliness of (SOW Section h, para 12 (A)&(B) and 13(D))
| Performance criteria equals 98% or better |
| Patient satisfaction / complaints, monthly review of invoices for accuracy, accuracy of required documentation submitted. |
| When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation. |
| 3 - Performance Requirement: Accuracy of Invoices (SOW Section h, para 17) |
| Performance criteria equals 98% or better |
| Review of invoices for accuracy, timeliness of report submission, and accuracy of required documentation submitted. |
| When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation. |
| 4 - Performance Requirement: Timeliness of eyeglass fabrication. (SOW Section h, para 15) |
| Performance criteria met in 98% or greater of the cases |
| Patient complaints. Invoice documentation. |
| When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation. |
| 5 - Performance Requirement: Number of eyeglass fabrication / prescription errors. (SOW Section h, para 13 (D)) |
| Performance criteria equals 98% or better |
| Patient satisfaction / complaints, monthly review of invoices for accuracy, accuracy of required documentation submitted and ANSI Standards. Numerator is the total number of identified fabrication/prescription errors and the Denominator is the total |
number of orders for the month.
When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation.
| 6 Performance Requirement: Activity, Quality Assurance & Patient Satisfaction Reports (SOW Section h, para 12) |
| Performance criteria equals 80% or better |
| COR receipt and review of reports. |
Numerator is the total number of reports received and the Denominator is the total number of reports due for the month.
When AQL is not met 1st, offense is written notice to the contractor to correct the deficiency. 2nd offense will result in another than positive CPARS evaluation.
(j). SPECIAL CONTRACT REQUIREMENTS
(1). The services to be performed by the Contractor shall be performed in accordance with VA policies and the procedures of the VA facility.
(A). The Contractor shall, in writing, keep the CO informed of any unusual circumstances inconjunction with the contract.
(2). The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.
(3). Transition Period. At the end of the contract period a transition period shall be required during which the incumbent Contractor shall continue to provide at the existing contract prices while the incoming Contractor is transitioning over.
(4). Phase Out. In accordance with FAR 52.237-3 Continuity of Services, the Contractor realizes that the services being provided under this contract are vital and must be continued uninterrupted. The outgoing Contractor shall not remove any equipment from the VA facilityuntil incumbent contractor replacement equipment is ready to be installed. The outgoing Contractor shall coordinate transition of equipment / services with the incoming Contractor as soon as possible, but not to exceed ninety (90) days from date of contract expiration. If additional transition time is required beyond contract expiration, the contractor shall be paidon a pro-rated basis at the prices established for the last period of performance. Prorated monthly rates are based on a 30-day month.
(5). CPARS. Required registration with Contractor Performance Assessment Reporting System (CPARS).
(A). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $250,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing.
To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS reportcards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.
(B). Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684- 1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the Contractor’s registered representative.
(C). For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.
(D). Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.
(6).…
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