704-23162R - Optometry Services - Amendment 2.pdf

JOHN M. FAVRET

Director

4601 IRONBOUND ROAD

WILLIAMSBURG, VA 23188-2652

Telephone: (757) 253-5161 Fax: (757) 253-5065

V/TDD: (757) 253-4638

http://esh.dbhds.virginia.gov

DEPARTMENT OF

BEHAVIORAL HEALTH AND DEVELOPMENTAL SERVICES

Eastern State Hospital

Date: October 27, 2026

AMENDMENT NO. 2 TO ALL BIDDERS:

Reference – Request for Proposals RFP # 704-23162R

Commodity: 94874 - Professional Medical Services (Including Physicians, Pharmacists, and

All Specialties)

94868 - Optician/Optometric Services (Non-Physician)

Dated: September 25, 2026

Bid Due Date: November 6, 2026 @ 3:00 PM Local Time

The above is hereby published to read:

The following information was provided at the Mandatory Pre-Proposal Conference.

• Patients are seen in-house at ESH in the Medical Clinic.

• Monthly optometry clinics are held with up to 15 patients on the schedule; currently there is a backlog so there will be a full schedule until it is cleared.

• Optometrist’s clinic notes are documented on a paper form and scanned into the EHR.

• Eyeglasses are ordered through the clinic from VCE, a mandatory source used by the hospital to purchase the glasses.

• ESH prefers to have one Optometrist assigned to cover the clinic, as each provider must be credentialed through Medical Affairs.

• Only “appropriate” patients are referred to optometry, to ensure there are no concerning behaviors during the examination; ESH staff will be present the entire time; most referrals are long-term or geriatric patients and some pre-trial patients, when needed.

• Patients exhibiting concerning behaviors are not referred to reduce the risk. In the 8.5 years he has been at ESH, he does not recall any incidents happening related to the optometry clinic.

• The clinic has a strong team of nurses that assist with patient scheduling and eye exams.

Robert D. Williams

CEO

• The provider was asked what equipment is needed and what tools are brought by the provider to appointments; vendor responded that the facility should have a Phoropter and slit lamp on-site; these are the only items mentioned and ESH has both on-site in the clinic.

• If an individual is on campus and has direct contact with patients, they most likely will need to have HR complete a background check.

The following questions were received and are answered:

Question 1: How many patients?

Answer 1: 302.

Question 2: Are there optometrists on staff or have you been using contract staff?

Answer 2: No optometrists on staff. We’ve used contractors in the past.

Question 3: We can bring in a Retinal Scanner and upload into the EHR. Would there be any issues with that?

Answer 3: Will need verification from DBHDS CO EHR group. Responsibility of the task will have to determined. Potentially, consultant optometrist might need EHR training.

Question 4: Do you have a VCE Order Form?

Answer 4: Yes, if we can’t provide readers to patients, we use VCE Optometry for ordering frames and lenses, Question 5: Do you have solutions if we need to look at someone’s eye?

Answer 5: They can be ordered from the ESH Pharmacy as needed.

Question 6: Do you have many emergencies: abrasions, scratches, etc.?

Answer 6: Not really. When we do have ocular emergencies, we would refer to local ER for evaluation and treatment.

Question 7: Do you allow patients to wear contacts?

Answer 7: No.

Question 8: The doctor occasionally needs to get photos which I assist with. The solicitations mentions to not have additional people in and out seeing patients. Would that be an issue?

Answer 8: As long as this process is part of the “evaluation/treatment” of the patient, it should not pose a problem. All involved will have to confidentiality of the patient/processes. Also, it would have to be decided on ownership of the media and if the material needs to be uploaded in EHR.

Question 9: Do your patients have diabetes or other health issues which would affect vision?

Answer 9: Yes, all the above.

Question 10: Will there be an opportunity for more work/hours in the future?

Answer 10: There might be a backlog of patient clinic requests to start and fluctuations of hours ongoing, but otherwise, at this time, we are only looking for the requested numbers of hours a month.

All other provisions remain unchanged.

Molly Turner, Procurement Officer I., VCA, VCARM Signature/Title (signature on file)

10/27/2026 Date