36S79726Q0001 Eyeglasses Industry Days.docx

SUBJECT*

36S79726Q0001 Eyeglasses Industry Days

GENERAL INFORMATION

Commodities & Services Acquisition Svc (003B6E) 555 Corporate Circle Golden CO 80401-5621

POINT OF CONTACT*

Contract Specialist Brandy Hudson brandy.hudson@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This request for Information (RFI) is issued solely for Industry Day Announcement and does not constitute a Request for Proposal (RFP). This notice does not commit the U.S. Government to contract for Eyeglass Dispensing and Fabrication. Furthermore, the U.S. Government is not seeking proposals at this time and will not accept unsolicited proposals in response to this special notice. All information received in response to this RFI, that is marked as proprietary, will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Submittals will not be returned to the responder.

Industry Days have been scheduled for October 28 – 29 2025, at Golden, Colorado. The exact address and daily schedule will be provided after receipt of all participants.

Registration for this Industry Day is required. Please send the following information to the Contracting Officer, Brandy Hudson, brandy.hudson@va.gov by October 22, 2025, 4:30 pm EST.

· Company Name, POC Contact Information (phone, email)

· Company Business Size for NAICS Code 339115

· Type of Business Concern: Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), Woman Owned Small Business, HubZone, Large Business, etc.

· Each Vendor must bring the following subject matter experts (SMEs) to the Industry Day to respond to questions from VA:

· Representative to discuss optical fabrication and fitting.

· Representative to discuss IT connectivity and interoperability.

· Representative to discuss billing.

Please limit the number of representatives from the company to no more than five (5) total.

· Attendee Information: Name, Position/Title, Contact Info.

Each company will be given a time slot to discuss their answers to the Industry Day questions and provide additional information regarding their process. Time slots are approximately 50 minutes.

Answers to Questions are due by 20 October 2025 16:30 EST via email to brandy.hudson@va.gov Additional event details (agenda, presentation times, specific venue information, etc.) will be sent directly to all companies who register for this Industry Day.

The VA appreciates industry’s collaboration and is looking forward to a meaningful and very productive session. If you have any questions regarding the meeting, please contact the Contract Officer, Brandy Hudson, brandy.hudson@va.gov

Eyeglass Industry Day

Answers to Questions are due by 20 October 2025 16:30 EST via email to brandy.hudson@va.gov

The following questions are provided to the industry in preparation for the Department of Veterans Affairs Eyeglass Industry Day. Vendors should review these in advance and come prepared to discuss their detailed responses and proactive strategies with the Integrated Product Team (IPT).

Each vendor is required to bring subject matter experts (SMEs) to respond to questions from the IPT:

· SME for optical fabrication and fitting.

· SME for IT connectivity and interoperability.

· SME for billing.

Vendors should limit their team to no more than five (5) representatives.

IT Connectivity & Tracking:

1. What systems and protocols do you use for EDI, and how will you ensure secure connectivity with the VA DLC?

2. How will you track and report required performance metrics (e.g., order timeliness, patient satisfaction)?

3. How will you ensure HIPAA/PII compliance, including staff training and documentation?

4. What system or interface will VA users have access to for tracking eyeglass order status online?

5. What level of technical support do you provide for VA staff, Veterans, and IT integration?

6. Given our interest in leveraging VA internal fabrication contracts, please address the following scenario:

a) Do you foresee any challenges with providing a network of Optical Shops that will:

· Set costs for optician services.

· Display the eye frame kits for the regionally awarded eyeglass manufacturing vendors in their shops.

b) What potential issues might arise with communicating electronically with VA internal fabrication contracts for the following process:

· The Veteran arrives at the optical shop with a prescription in hand.

· The Veteran selects frames from a VA-approved frame kit.

· The optician sends the order to the DLC contracted vendor for the region.

· Approval is sought and obtained from the DLC.

· The order is then submitted to the designated VA eyeglass fabrication company named for that region.

c) Do you anticipate any fees or additional charges related to using this model with other vendors?

d) Are there any specific technological, logistical, or operational concerns you foresee in implementing and effectively communicating within this framework?

Fabrication:

1. How will you ensure ANSI and FDA compliance for all frames and lenses?

2. How do you plan to incorporate technological advancements (digitally ground lenses, wavefront, etc.) into VA eyeglass fabrication?

3. What strategies will you use to ensure fabrication and dispensing are available across all U.S. states, territories, and possessions?

4. How will you meet specifications for progressive, photochromic, safety lenses, and low vision products?

5. How often do you update frame/lens kits, and how do you manage VA approvals for new options?

Fitting & Dispensing:

1. How do you measure and report patient satisfaction, and how do you use feedback to drive service improvements?

2. What capabilities do you have for mobile fitting/dispensing for Veterans who cannot travel?

3. How will you implement virtual fitting technologies while ensuring they are limited to fitting/measurements (not exams) and avoid inappropriate upselling?

4. How will you ensure consistent staffing standards across fitting sites (e.g., licensed opticians, trained health technicians)?

5. How do you ensure virtual fitting technology is limited to fittings/measurements only and that Veterans are not subject to inappropriate upselling?

6. What is your approach to post-dispense adjustments and refits, including scheduling, turnaround, and documentation?

Billing & Reporting:

1. How will you handle billing for VA-provided eyeglasses and additional purchases by Veterans?

2. What customer service processes will you implement for billing issues?

3. How will you ensure timely submission of requested reports (e.g., usage data, lens/frame data, timeliness, satisfaction surveys)?

4. What reporting formats and data fields do you recommend to improve order tracking, reconciliation, and transparency?

Repairs & Warranty:

1. What are basic repairs deemed related to normal wear and tear; are they included in the overall cost?

2. Is it standard practice to include adjustments with the fitting cost? If so, is there a minimum or maximum number of adjustments per year?

3. How do you handle tech refreshes/product upgrades? Does this apply?

4. What are your commercial warranty and repair practices, and how would you align them to VA expectations? Please describe in detail.

Order Reporting:

1. What do you recommend for defining order reporting and accounting practices (order received date, acknowledgment, ship date, shipped-to location, invoice/payment status)?

2. What additional data elements should be included to enhance clarity and accountability?

3. What submission methods and frequencies do you recommend to ensure transparency and efficiency?

Capacity:

1. How will you scale production, staffing, and logistics if Veteran volume increases significantly?

2. What surge strategies and contingency plans would you implement to maintain performance standards during spikes in demand?

General:

1. What is your recommended approach to defining clear order reporting and accounting practices upfront?

2. What recommendations do you have that are not already addressed in the draft SOW?

STATEMENT OF WORK

Department of Veteran Affairs Optical Goods and Services

NOTE: Several sections will state (TO BE DETERMINED) these areas will be defined when the formal RFP is released.

1. SCOPE

1.1. BACKGROUND

The Department of Veterans Affairs (VA) Commodities and Services Acquisition Service (CSAS) and the Denver Logistic Service (DLS), known as Denver Logistic Center (DLC) are committed to providing Veterans timely, accessible, and high-quality care by expanding care to community providers. Integrated Veteran Care (IVC) Program Office allows the VA to refer eligible Veterans to non-VA providers for health care related services when the VA cannot provide the necessary services due to the capacity of the VA, the nature of the services required, the geographic availability of such services and the expedited need for services. This is provided through contracts to Third party administrators and will be referred to as Community Care Network (CCN) in the rest of this document. VA can issue a CCN authorization to an eligible Veteran to receive eye care services. The provision of the eyeglasses, fitting, fabrication, and related dispensing are not part of the CCN contract. Prosthetic & Sensory Aids Service (PSAS) and the Office of Specialty Care Services/National Eye Care Program want to provide Veterans the ability to make the selection of their eyeglass frame, obtain needed measurements, order their glasses, and have them fitted closer to their residence so that they do not have to return to the VA to fill their prescription after completing an eye examination by an authorized CCN eye care provider (optometrist or ophthalmologist). The VA intends to contract with a contractor(s) that can perform fabrication or can subcontract for prescription eyeglass fabrication (fabrication contractor) and provide fitting and dispensing for eligible Veterans in the United States or its territories/possessions (American Samoa, Guam, the Northern Mariana Islands, and the U.S. Virgin Islands, etc.), the District of Columbia, and the Commonwealth of Puerto Rico. Eyeglass lenses will be all types, to include but not limited to, single vision, bifocal, trifocal, oversized lenses, progressive, etc. Availability of multiple lenses will be required, such as glass, polycarbonate, plastic, high index plastic, photochromatic, and tints. Style and variety of frames provided should meet the needs of our Veteran population with a balance of modern and classic styles. Veterans Affairs has a wide range of beneficiary ages; thus, a wide range of styles are required. Contemporary, commercially available frames are required. Discontinued frames will not be acceptable.

This contract will include optical dispensing and eyeglass fabrication for Veterans who are eligible for VA benefits and have been referred for eye care services through the VA Community Care Program (VCCP). This contract will NOT include the actual professional eye care services provided under the VCCP contracts by a qualified community eye care provider. Dispensing includes assistance with frame selection, eyeglass measurements, adjustments, and repairs at an optical dispensary. Fabrication is the actual manufacturing of the eyeglasses based on the frame selection and the prescribed lenses. Dispensing must be available at multiple locations (Dispensing sites) throughout the country and provide closer access (within 60-minute drive time) to the Veteran’s residence than VA can currently provide. Dispensing must also be provided by trained optical fitters or certified/licensed/registered opticians as required by applicable State laws. Eyeglasses may be required to be mailed directly to the Veteran’s residence.

Mobile fitting and dispensing services are highly desirable for those Veterans unable to travel to the Contractor eyeglass fitting and dispensing site(s).

1.2. GENERAL

The Department of Veterans Affairs (VA) is establishing a program to furnish medically necessary optical dispensing and eyeglass fabrication for Veterans who are eligible for VA benefits and have been referred for eyecare services through VCCP.

The terms “Veteran,” and “patient” shall be considered interchangeable throughout this document.

(TO BE DETERMINED) Insert Language for a phased rollout.

1.3. CONTRACT TYPE

The Department of Veterans Affairs intends to establish firm-fixed price with economic price adjustment, ID/IQ contracts. This solicitation will result in multiple awards. It is the VA's intent to solicit offers and award a contract(s) on a competitive basis for a firm fixed price. This contract will include all Veterans throughout the United States or its territories/possessions (American Samoa, Guam, the Northern Mariana Islands, and the U.S. Virgin Islands, etc.), the District of Columbia, and the Commonwealth of Puerto Rico referred for Optical services through the VCCP. This contract will only affect Veterans with an active community care authorization for optical care. The lead contractor (Optical Services Contractor - OSC) shall provide or sub-contract to provide all labor, parts, tools, materials, equipment, personnel, supervision, transportation, and other items or services necessary in accordance with (IAW) the terms and conditions of this contract, to include any terms and conditions defined in Purchase Orders (POs) issued under this contract. The Contractor and subcontractors shall comply with all United States Government (USG) laws, regulations, policies, procedures, and guidelines in the performance of this SOW, unless otherwise stated. The OSC will provide a network of Dispensing sites throughout the locations identified above. This contract will use the North American Industry Classification System (NAICS) code 339115 - Ophthalmic Goods Manufacturing.

Delivery Orders will be issued at the (TO BE DETERMINED) level utilizing FAR 16.505 to ensure fair opportunity amongst all national contract holders.

1.4. PERIOD OF PERFORMANCE

The contract performance period is ten years, inclusive of a five-year base period and one, five-year option period. Delivery orders will be issued with an initial five-year performance period. Delivery orders may be recompeted for the subsequent five-year performance period. VA will allow the new contractors, up to 60 calendar days after the delivery order award for the new contractor to ramp up or transition in. Once a delivery order is awarded and the actual transition time needed is known, VA will issue a modification, revising the contract's periods of performance.

VA is developing a Go-Live Schedule (TO BE DETERMINED) that will be provided at time of award notification. This schedule will provide information on transition from existing contract vehicles to performance under the national contract.

1.5. POINT OF CONTACT LISTING

The contractor shall maintain a current letter designating primary or primary/alternate point of contacts (POCs) with contractual authority to be contacted for prompt contract administration. Any changes to the designated individual must be provided to the CO & COR, in writing, no later than (NLT) 15 calendar days after the proposed effective date of the change (D001).

1.6. KEY PERSONNEL

1.6.1. Government Key Personnel: Key Government personnel may be identified by separate letter to the contractor after contract award and when applicable for any personnel changes made on the government side.

1.6.2. Contracting Key Personnel: The contractor shall provide the point of contact name, address, telephone number/fax number and email of individual(s) NLT two (2) business days after contract award and NLT 24 hours when a change of contractor personnel has occurred (D002) for the following:

1.6.2.1. Contract Manager - a contract manager and alternate, who shall be responsible for contract performance IAW the Statement of Work (SOW). The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.6.2.2. Customer Service/Product Support Information (who can be contacted for product information)

1.6.2.3. Financial Operations - primary and alternate POC responsible for billing/invoicing/payment.

1.6.2.4. IT Support – primary and alternate to address Electronic Data Interchange (EDI) connection to the DLC and other electronic services.

1.6.2.5. Fabrication lab quality control Manager- ensuring fabrication timeliness and quality control with the COR.

1.7. DEFINITIONS/ACRONYMS

See attached document for Attachment C ‘Definitions & Acronyms’

2. CONTRACTOR RESPONSIBILITIES

2.1. ACCESS TO PATIENT INFORMATION

In performance of official duties, the OSC and Dispensing sites have regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes and policies. Contractor employees(s) are responsible for (1) protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion and (2) following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which contract employee(s) signs.

1.

2.

2.1.

2.1.1. Prescription: The contractor shall send the prescription information to the DLC to be part of the patient’s VA record.

2.1.1.1. The document referenced (to be provided separately) lists the data elements as they are included in the Prescription Record Layout. Explanations and examples of each data element are included.

2.1.1.2. Reference document: (TO BE DETERMINED) Eyeglass Prescription Request File Naming and Record Layout’

2.2. CONFIDENTIALITY OF PATIENT RECORDS

The Contractor is a VA Contractor and shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is considered to be a VA Contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA Contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department and not withstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

The records referred to above shall be and remain the property of the VA and shall not be removed or transferred from VA except in accordance with U.S.C. 551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical quality Assurance Records), 38 U.S.C. 7332 (Confidentiality of Certain Medical Records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA’s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records.

2.3. HIPAA COMPLIANCE

Contractors 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).

2.4. OPTICAL PRODUCT TECHNICAL REQUIREMENTS

2.4.1. EYEGLASS DISPENSING AND FABRICATION: The Fabrication Contractor shall provide the required dispensing services prior to and after eyeglass fabrication

2.4.1.1. Contractor will ensure that the dispensing sites display or have readily available a VA approved frame kit and sample lens kit demonstrating available tint grades 1, 2 and 3 (solid or gradient).

2.4.1.1.1. Sample frame kits and lens kits are to be new and will not be included in the inventory.

2.4.1.1.2. Sample frame and lens kits will be provided at no charge.

2.4.1.1.3. The Contractor will ensure that the dispensing sites provide a wide variety of contemporary, commercially available frames and lens types from which the Veterans can select.

2.4.1.1.4. The frame and lens lines will be approved by the VA prior to contract performance. Only suitable substitutes will be accepted upon VA approval.

2.4.1.1.5. The frame kits will consist of each eye size with multiple bridge sizes and style. This item to be delivered to each contracted Optical dispensary site at no additional cost to the government within sixty (60) calendar days after award.

2.4.1.1.6. The sample lens kits will show available tints and will be delivered to each contracted Optical dispensary site at no additional cost to the government within sixty (60) calendar days after award.

2.4.1.1.7. All sample frame and lens kits must be maintained and updated at no charge during the life of the contract.

2.4.1.1.8. Sample frames and lenses will be disinfected between patients or before being placed back on the display rack if applicable.

2.4.1.1.9. The Contractor will ensure that the dispensing sites contact the COR quarterly to make sure that the CO/COR has a current “catalog” of the sample frames and lenses that are available or if replacements and/or substitutions need to be made. All sample products shall be provided in working condition, free of major defects to the Dispensing sites.

2.4.1.2. The Optical Fitter/Optician will take all necessary facial, frame, and lens measurements to order glasses as per doctor’s prescription.

2.4.1.2.1. Measurements and refraction data will be entered into the Eyeglass fabrication ordering system...

2.4.1.2.2. Should only one lens need to be re-made due to refraction changes, the Contracted Optical business will order the new lens, and the Optical Fitter/Optician will replace the old lens with the new one in the patient’s frame at the Dispensing site...

2.4.1.2.3. Contract Optical Fitters/Opticians cannot change prescriptions at any time.

2.4.1.2.4. The Optical Fitter/Optician will be responsible for dispensing, adjusting, and repairing all glasses issued to Veterans from this contract.

2.4.1.2.5. The Optical Fitter/Optician will accurately represent to the Veteran that the VA eyeglass benefit is a complete pair of glasses at no cost to the Veteran. Should arrangements be made with the contractor by the Veteran for purchase of additional pair(s) of glasses beyond the Veteran’s VA eyeglass benefit, such transaction shall be separate and distinct and not at VA expense.

2.4.1.2.6. The Optical Fitter/Optician must perform lensometry to verify accuracy of prescription, and adjustments to verify proper alignment of lenses.

2.4.1.2.7. Questions may be referred by the CO/COR to the contract Optical Fitter/Optician concerning status of glasses.

2.4.1.2.8. Contractor will ensure that the dispensing sites fit Veterans with proper frame style for Veteran and eyeglass prescription.

2.4.1.2.9. Contractor will ensure that the dispensing sites determine the pupillary distance (P.D), Segment height and/or optical center (OC) measurements.

2.4.1.2.10. Contractor will ensure that the dispensing sites troubleshoot any optical issues before sending the Veteran back to the VA eye clinic for resolution. The optical contractor and CCN eye care provider (issuing the eyeglass prescription) are responsible for troubleshooting any issues prior to sending the Veteran to the parent VA facility.

2.4.1.2.11. Contractor will ensure that the dispensing sites fit and adjust glasses for Veterans.

2.4.1.2.12. Contractor will ensure that the dispensing sites perform minor repairs on glasses and provide parts for glasses, i.e., nose pads, screws, and adjustments.

2.4.1.2.13. Contractor will ensure that the dispensing sites educate Veterans on the advantages and disadvantages of different segment styles.

2.4.1.2.14. Contractor will ensure that the dispensing sites are required to electronically enter and transfer the eyeglass prescription and patient measurements to the OSC.

2.4.1.3. Contractor will ensure that the dispensing sites certify that all information needed to fabricate the eyewear is included in the electronic entry.

2.4.1.4. Contractor will ensure that the dispensing sites will not batch orders for more than one day.

2.4.1.5. Prefer VA access to track online order status on all eyeglass fabrications.

2.4.1.6. Contractor will ensure that the dispensing sites provide additional eyewear beyond what is prescribed, at the Veteran's discretion and request, according to contract pricing for contract eyeglass and lens formulary items only. The price of the additional pair of eyewear shall be charged to the Veteran via the contractor's normal commercial practices.

2.4.1.7. Contractor will ensure that the dispensing sites are open and staffed during the same hours as the authorized CCN eye care provider office if co-located and standard business hours for those Dispensing sites that are not co-located. They will need to provide eyeglass services to patients based on the U.S. Government provided estimates. The Veteran has the option to go to any VA contracted approved dispensary. Each site should be staffed with the appropriate amount/type of personnel to provide adequate optical services to the estimated number of customers as provided by the government for each site. Dispensing sites that have two or more personnel shall be open during lunch period. Locations that have one personnel may be closed to meet legal requirements for lunch and breaks.

2.4.1.8. Dispensing services will not be billed separately.

2.4.1.9. Contractor will ensure that the dispensing sites possess all licenses, permits, accreditations and certificates as required by law. The Contractor must provide documentation with the submission of proposals.

2.5. EYEGLASS FABRICATION: DATA EXCHANGES

2.5.1. The DLC will manage the authorization and procurement of eyeglass fabrication services for the National Eye Care specialty of the National VA Prosthetic & Sensory Aids Service (PSAS) Program. These services include fabrication of eyeglasses based on prescription for eyesight correction resulting from optical exam and on associated eyeglass frame selection.

2.5.1.1. All requests for eyeglass fabrication services are routed to the DLC for authorization and creation of an authorizing purchase order for the services.

2.5.1.2. The DLC will be responsible for processing requests, creating purchase orders for each approved order/request, conveying to the Contractor the respective purchase as requests are received, and initiating payment actions to the Contractor for orders filled and invoiced.

2.5.1.3. All files listed in this document will be exchanged via file transfer (see TO BE DETERMINED ‘Method of Exchanging Transactions’). The file layout and file transfer method will be the same for all transactional types (routine/priority/emergency).

2.5.1.4. Reference document: File Exchange for Eye Fabrications

2.5.2. Fabrication Authorization Request

2.5.2.1. Fabrication Authorization Requests (AR) are generated by the Contractor and submitted to the DLC for each occurrence of a Veteran with proper VCCP referral presenting a proper prescription for eyeglasses.

2.5.2.2. The AR will also contain the prescription information.

2.5.2.3. The Fabrication Authorization Request is required and must be processed, and a determination returned to the Contractor (see 4.1.1.1 ‘Purchase Orders’ below) before any fabrication action is performed by the Contractor.

2.5.2.4. If processing of the AR results in an error condition, messages will be returned to the contractor indicating the error. If the AR results in a denial of authorization, a Fabrication Request Acknowledgement indicating denial will be sent. (See also 2.5.3.‘FRA’ below.) (See also 1.1.1. ‘Prescription Information’)

2.5.2.5. The document referenced below (to be provided separately) lists the data elements as they are included in an AR. Explanations and examples of each data element are included.

2.5.2.6. Reference document: (TO BE DETERMINED) Eyeglass Fabrication Authorization Request File Naming and Record Object Layout.

2.5.3. Fabrication Request Acknowledgement: Fabrication Request Acknowledgment (FRA) will be sent from the DLC to the Contractor for each AR resulting in a non-authorized or notification status.

2.5.3.1. The FRA could contain a denial in authorization for fabrication services. The Contractor must receive the FRA before any further action or closure of the request is performed by the Contractor.

2.5.3.2. The document referenced below (to be provided separately) lists the data elements as they are included in an FRA. Explanations and examples of each data element are included.

2.5.3.3. Reference document: (TO BE DETERMINED) Eyeglass Fabrication Request Acknowledgement Request File Naming and Record Layout.

2.6. PRESCRIPTION EYEGLASSES

2.6.1. LENSES: All lenses shall meet or exceed the following salient characteristics:

2.6.1.1. Manufactured in accordance with the current edition of the “American National Standards for Ophthalmic Lenses ANSI Z80.1, ANSI Z80.3, ANSI Z80.9, and ANSI Z87.1.

2.6.1.2. Ophthalmic lenses shall be in accordance with Food and Drug (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order.

2.6.1.2.1. All plastic ophthalmic lenses shall be corrected curved lenses.

2.6.1.2.2. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form unless positive cylinder form is specified for the order.

2.6.1.3. Available in CR-39, polycarbonate, and high index with refraction values from 1.60 to 1.74.

2.6.1.4. UV coating (unless default on the lens provided) on all lens materials and scratch-resistant coating.

2.6.1.5. Shall provide a broad spectrum of coverage to work with nearly all prescriptions including single vision, bifocals, multifocal, and progressive lenses.

2.6.1.6. Shall block 100% of UVA and UVB rays.

2.6.1.7. Shall be able to be worn indoors or outdoors all day, with indoor clarity that is virtually clear.

2.6.1.8. Shall be compatible with anti-reflective coatings, tints, and must include scratch resistant coating.

2.6.1.9. Photochromatic and polarized lenses (with grey and brown tinting) shall be available.

2.6.1.10. Framed lenses and oversized blanks shall be available.

2.6.1.11. Shall fit included eyeglass frames.

2.6.1.12. Prism up to 6-diopters are at no charge to VA.

2.6.1.13. Single Vision Lenses: Lenses shall meet or exceed the following salient characteristics:

2.6.1.13.1. Available in CR-39, polycarbonate, Trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

2.6.1.13.2. Construction shall include spheres and sphero-cylinders in all powers.

2.6.1.13.3. Clear.

2.6.1.13.4. All requirements in Section 2.5.1.

2.6.1.14. Bifocal Lenses: Lenses shall meet or exceed the following salient characteristics:

2.6.1.14.1. Available in CR-39, polycarbonate, Trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

2.6.1.14.2. Construction shall include spheres and sphero-cylinders in all powers. Add +0.75 to +4.00D.

2.6.1.14.3. Clear.

2.6.1.14.4. All requirements in Section 2.5.1.

2.6.1.15. Trifocal Lenses: Lenses shall meet or exceed the following salient characteristics:

2.6.1.15.1. Available in CR-39, polycarbonate, Trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

2.6.1.15.2. Construction shall include spheres and sphero-cylinders in all powers. Add +1.00 to +4.00D, 50% intermediate power.

2.6.1.15.3. Clear.

2.6.1.15.4. All requirements in Section 2.5.1.

2.6.1.16. Progressive Lenses: Lenses shall meet or exceed the following salient characteristics:

2.6.1.16.1. Available in CR-39, polycarbonate, and high index with refraction values up to and equal to 1.60 to 1.74.

2.6.1.16.2. Encompass fitting height parameters of 15mm up to =/- 30mm.

2.6.1.16.3. Construction shall include spheres and sphero-cylinders in all powers. Add powers of +1.00 to +4.00 shall be available.

2.6.1.16.4. Soft design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift.

2.6.1.16.5. Low Vision Optometry gradient tints colors most often used are FL-41, yellow, blue, amber, plum, orange. These will be minimally prescribed.

2.6.1.16.6. A progressive lens is a multifocal lens that provides focal power between near and far distances.

2.6.1.16.7. Standard progressive lens designs are known for having wide reading areas with smooth progression from the distance viewing area down to the reading area of the lens.

2.6.1.16.8. A progressive lens is a multifocal lens that provides focal power between near and far distances.

2.6.1.16.9. All requirements in Section 2.5.1.

2.6.1.16.10. Examples: Image, Solamax, Navigator or Navigator Short, and Free-Form designs.

2.6.1.17. Premium Progressive Lenses: Lenses must meet or exceed the following salient characteristics:

2.6.1.17.1. Encompass fitting height parameters of 15mm up to =/- 30mm.

2.6.1.17.2. Construction shall include spheres and sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available.

2.6.1.17.3. Soft design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift.

2.6.1.17.4. Low Vision Optometry gradient tints colors most often used are FL-41, yellow, blue, amber, plum, orange. These will be minimally prescribed.

2.6.1.17.5. The Contractor shall provide the most up-to-date current technology, such as digitally ground and wavefront design that is the current standard.

2.6.1.17.6. Premium progressive lenses provide easy-to-adapt designs and are available in both traditional and digital designs. These lenses have even wider fields of vision in the distance and reading viewing areas vs. standard progressive designs.

2.6.1.17.7. All requirements in Section 2.5.1.

2.6.1.17.8. Examples: Varilux and Free-Form designs.

2.6.1.18. Photochromatic Lenses: Meet or exceed the following salient characteristics:

2.6.1.18.1. Shall have color options of gray and brown, with other colors such as green or amber offered if available by lens manufacturer.

2.6.1.18.2. All requirements in Section 2.5.1.

2.6.1.18.3. Examples: Transitions Signature, Transitions XTRActive, EXTRActive Polarized, Transitions Drivewear, and Free-Form designs.

2.6.1.19. The contractor shall not use premium progressive lenses or premium photochromatic lenses, where the non-premium product meets clinical needs as specified by the Clinical Provider. Premium progressive lenses and premium photochromatic lenses shall only be used in those instances where the non-premium product does not meet clinical needs as specified by the Clinical Provider and the premium product is included in the contract as a line item.

2.6.1.20. The contractor shall not add or substitute components or alter the Veterans prescription in any way without the prior written approval of the VA Clinic Team or designee. Upgrades provided without VA authorization in the prescribed orders will not be reimbursed.

2.6.1.21. All lenses shall be placed in frames unless otherwise requested.

2.6.2. FRAMES: Frames shall meet or exceed the following salient characteristics:

2.6.2.1. Dress frames shall be provided in accordance with the current edition of the “American National Standard Requirements for Dress Ophthalmic Frames” ANSI Z80.5 or latest edition.

2.6.2.2. Safety frames shall meet the American National Standard for Occupational and Educational Eye and Face Protection, Z87.1 standards, or latest edition.

2.6.2.3. All frames shall be new.

2.6.2.4. All Frames shall be light in weight and maintain durability and strength. The styles must be fashionable and consistent with what is available at retail eyeglass stores.

2.6.2.5. REQUIREMENTS FOR METAL FRAMES:

2.6.2.5.1. The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free.

2.6.2.5.2. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won’t tarnish or discolor over time.

2.6.2.5.3. Utilize nose pads that comfortably “grip” the skin and prevent slippage of the eyeglasses.

2.6.2.5.4. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear.

2.6.2.5.5. At least one Stainless-Steel frame (Unisex) shall be available for patients with metal allergies.

2.6.2.5.6. Titanium frames shall be available upon request for allergy purposes only when no other frame can meet the needs of the veteran. This can be provided in flex or spring hinges.

2.6.2.5.7. Examples: Modern Optical Modern Metals, Modern Times, and B.M.E.C.

2.6.2.6. REQUIREMENTS FOR PLASTIC FRAMES:

2.6.2.6.1. Hinges are securely attached to the front of the frame and to temples. All edges are smooth and hazard-free. The frame is solidly constructed and able to withstand wear and tear versus flimsy which will easily break under pressure. The color or pattern is uniform and balanced throughout the entire frame. The finish is smooth, rich in color, and does not peel over time.

2.6.2.6.2. After a few simple adjustments, the frame should feel comfortable when being worn. The bridge should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear.

2.6.2.6.3. Frames shall be made of plastic or high-density acetate.

2.6.2.6.4. Frames shall have spring hinges that have smooth and consistent action that does not wear over time, with friction that is consistent throughout the entire range of motion. Barrel hinges and hinge-less designs are not acceptable.

2.6.2.6.5. Examples: Modern Optical Modern Plastics I & II, Modern Times, and B.M.E.C.

2.6.2.7. REQUIREMENTS FOR SAFETY FRAMES:

2.6.2.7.1. Lenses must be in a frame marked "Z87-2+" to qualify as safety eyeglasses that are compliant with the ANSI Z87.1-2010 standard.

2.6.2.7.2. The frames must have either detachable side shields or wrap/goggle style for safety marked Z87 indicating impact rating. Lenses must be compliant with the ANSI Z87.1-2010 standard and must carry the manufacturer's marking in upper/outer corner of lens, followed by a "+" sign indicating the lenses are impact rated.

2.6.2.8. PRIVATELY OWNED FRAMES: Privately owned frames may not be submitted to the Contractor for new lenses. Charges for lenses-only shall be in accordance with the Schedule of Supplies/Services.

2.6.2.9. FRAME APPROVAL NOTE: Only frames from the product lines approved shall be used for the development of Frame Kits displayed at optical shop/dispensing sites. The examples in each frame section are not representative of all manufacturers or their respective product lines that may be submitted for review. The contractor must meet the salient characteristics provided within the respective sections.

2.6.3. Verification of prescription and delivery shall be sent to the VA. Shipping notification shall be sent to the Veteran upon shipment if VA provides an email address for the Veteran. VA may request shipment information at any time.

2.6.4. All items provided by the Contractor shall be new.

2.7. ORDERING PROCEDURES:

2.7.1. Veterans will be provided their medically necessary eyeglass prescription at the conclusion of the VCCP eye care provider visit. The Veteran will present the prescription to the optical shop/dispensing site.

2.7.2. All optical orders between the optical dispensary and the OSC will be at the discretion of the OSCs vendor(s) per current electronic communication processes. Optical orders placed under this contract are the result of clinical assessments based on patients’ medical needs.

2.7.3. Completed electronic order request for the dispensing and eyeglass fabrication (frame and lens cost) will be sent electronically to the OSC from the Dispensing site. See attached document for File Exchange for Eye Fabrications. “Attachment B – ‘File Exchange for Eye Fabrications’.

2.7.4. AUTHORIZED ORDERING AGENCIES: The following agencies are authorized to place orders under the terms and conditions of this contract: Department of Veterans Affairs

2.7.5. SHIPPING:

2.7.5.1. All orders for eyeglasses will be shipped in a manner that can be tracked. Eyeglasses shall be inside a suitable soft or hard case. Safety eyeglasses must be shipped in hard case that will accommodate eyeglasses once side shields are attached based on the size of the selected safety frame.

2.7.5.1.1. The Contractor must ship all contract items within SEVEN (7) BUSINESS DAYS after receipt of order issued by Government authorized personnel against the contract. The Contractor must ship all specialty lenses within TEN (10) BUSINESS DAYS after receipt of the order. The seven (7) and ten (10) business day requirement will start on the date the eyeglass order is received by the contractor. Orders received between 8:00am and 4:30pm, local time of the ordering facility will be considered as received that day. In the event of an emergency the government reserves the right to request expedited manufacturing and shipping. The contractor shall address expedited requests within one (1) business day and shall ship within 4 business days for standard lenses and 7 business days for specialty lenses. On such occasions the government will be responsible for actual additional shipping charges to accommodate the desired arrival date in the event of an emergency. Payment will be made using GPC or other local purchasing methods only for expedited shipping charges.

2.7.5.1.2. Examples of emergencies may include a Veteran who cannot function without their eyeglasses, for example, for their job, taking part in their medical care, living alone, etc. A situation where the Veteran without eyeglasses would constitute a safety hazard.

2.7.5.1.3. Specialty lenses are add-ons to the complete eyeglasses or lenses only and aspheric lens CLIN's.

2.7.5.2. The Contractor shall be responsible for informing the COR & eyeglass email distribution group (TO BE DETERMINED) within one (1) business day of any eyeglass request deficiency such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, inability to reach the Government representative, payment delays or other issues (D003). The Contractor’s failure to notify the COR & Eyeglass email distribution group (TO BE DETERMINED) will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the Contractor from delivering the terms within the time required under this contract. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the VA shall contact the Contractor and notify the Contractor of such a requirement.

2.7.5.3. A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the (TO BE DETERMINED) on individual Delivery Orders.

2.7.5.4. The contractor may include information about retail services offered within their shipment to Veterans. All retail services advertisements SHALL NOT include any references to VA or reflect any endorsement by the VA.

2.7.5.5. RESTRICTION ON ADVERTISEMENTS: The contractor shall not retain Veteran information obtained through this contract for advertising purposes to Veteran patients. The contractor shall not contact the Veteran outside of initial shipment without their explicit permission (i.e. signing up for communications). No calls, mailers, or any other correspondence shall be made.

2.7.6. ORDERS SHIPPING TO OPTICAL SHOP/DISPENSING SITE: Prior to shipping, a tag is to be placed around the eyeglasses with the (TO BE DETERMINED) Veterans last name and last four digits of the social security number. Packing slip shall also be marked with the Veterans last name and the last four digits of the social security number. The order number is an acceptable means of identification.

2.7.7. VETERAN-PAID UPGRADES: To ensure the integrity of the eyeglass prescription, eyeglasses will be fabricated to the specification of the prescription provided by VA. Veteran-paid upgrades and retail sales will not be available or offered at the VA Optical Shop.

2.7.8. FRAME SAMPLE KIT: Consisting of each eye size with multiple bridge sizes, an approved sample kit shall be submitted to all participating optical shop/dispensing sites at no additional cost to the government at least thirty (30) calendar days prior to the start of performance. Local facilities will coordinate sample kit requirements based on the number of awardees, space available, and other factors. Additional sample kits or replacements for individual samples shall be provided at no additional cost to the Government, should additional sample kits be required. All frames offered by the contractor shall be listed in a frame catalog and the frame catalog shall be available at each optical shop.

2.7.8.1. The contractor shall coordinate with the (TO BE DETERMINED) COR and optical shop/dispensing site to establish a frame kit based on the following requirements:

2.7.8.2. 85 frames displayed. Minimum required for each category is provided within the Frame Kit chart. The contractor may provide more in each category based on coordination with the (TO BE DETERMINED) COR, not to exceed the number of frames in each of the following categories:

2.7.8.2.1. 19 Men’s

2.7.8.2.2. 41 Unisex

2.7.8.2.3. 19 Women’s

2.7.8.2.4. 6 Safety

2.7.8.3. The contractor shall provide at least one frame in each size of the description unless otherwise specified.

Frame Kit

Men’s Frames - 19 Total

Full metal frames with cable temples, spring hinges, solid or adjustable nose pads, as follows:

· At least 56m with a minimum b of 30m to suit PAL

Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows:

· Traditional Double Bridge smaller width/larger lens 52m-56m

· Traditional Double Bridge wider sizes 57m-62m/larger lenses

Semi-rimless with adjustable nose pads, and spring hinges. Minimum B of 30mm to suit PAL, as follows:

· 51m-53m

· 54m-57m

· 58m-60m

Plastic or acetate frame with spring hinges and durable endpieces, as follows:

· 49m-52m with a minimum Vertical Dimension of 30mm to suit PAL

· (Qty:0) 49m-52m with a minimum Vertical Dimension less than 30 to suit NVO readers

· 53m-56m with a minimum Vertical Dimension of 30mm to suit PAL bridge 17 or wider

· (Qty: 0) 56m-58m with a minimum Vertical Dimension less than 32mm to suit NVO

· 56m-58m with a minimum Vertical Dimension of 30mm to suit pal and wide faces

· 59mm+ to suit wide faces

Titanium frames, full metal with spring hinges and adjustable nose pads, as follows:

· 53m -56m minimum B of 30mm to suit PAL

· 57m or larger to suit wider face minimum 30m B measurement to suit PAL

Titanium frames, semi-rimless with spring hinges and adjustable nose pads, as follows:

· 53m -56m minimum B of 30mm to suit PAL

· 57m or larger to suit wider face minimum 30m B measurement to suit PAL

Unisex Frames - 41 Total

Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows:

· Single bridge smaller lenses to suit high Rx’ s, minimum Vertical Dimension of 30m, as follows:

· 46m-50m

· 51m-55m

· 56m-58m

· 60m+

Full metal frame with solid (unfit) silicone nose pad, and spring hinges, as follows:

· 54m-56m smaller lens area with minimum 30m b for higher Rx’s

· 57m-60m traditional men’s for larger faces

Semi-rimless with adjustable nose pads, and spring hinges. Minimum B of 30m to suit PAL, as follows:

· 51m-53m

· 54m-57m

· 58m-60m

Plastic or acetate frame with spring hinges, and keyhole bridge, as follows:

· 50m-52m smaller lens to suit higher Rx and PAL, min 145m temples

· 53m-56m to suit wider man’s face and PAL

Plastic or acetate frame with spring hinges and durable endpieces, as follows:

· 49m-52m with a minimum Vertical Dimension of 30m to suit PAL

· 49m-52m with a minimum Vertical Dimension less than 30 to suit NVO readers

· 53m-56m with a minimum Vertical Dimension of 30m to suit PAL bridge 17 or wider

· 56m-58m with a minimum Vertical Dimension less than 32m to…