Attachment A _ Statement of Work _ Prescription Eyeglasses - Draft - v2.pdf

B.1 STATEMENT OF WORK

Department of Veteran Affairs Prescription Eyeglasses

1. SCOPE:

1.1. GENERAL: The Department of Veterans Affairs (VA) has an ongoing program to provide prescription eyeglasses (both dress and safety) to eligible Veterans. The Contractor is to provide prescription eyeglasses for beneficiaries of the Department of Veterans Affairs. Individual Delivery

Orders will define the coverage area.

At this time, all ordering is done by the site Prosthetic and Sensory Aids Service (PSAS) Central

Processing Section. However, each VA site reserves the authority to develop individual ordering and payment processes during the contract term. The Department of Veteran Affairs may use “4-Sight” for ordering, see SOW paragraph 2.5.1 for additional information.

The number of patients covered by this contract is expected to increase/decrease within the VA dependent upon beneficiaries added or removed throughout the contract term.

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

1.2. CONTRACT TYPE: The Department of Veterans Affairs intends to establish indefinite-delivery, indefinite quantity (ID/IQ) contracts. This solicitation may result in multiple awards. The ID/IQ’s will cover the entire nation. Individual Delivery Orders will establish coverage in local/regional areas.

1.3. PERIOD OF PERFORMANCE: The contract performance period is for five years, VA will allow the successor contractor, if there is a successor contractor, up to 60 calendar days after the contract award for the successor contractor to ramp up or transition in. Once a contract is awarded and the actual transition time needed is known, VA will issue a contract modification, revising the contract's periods of performance.

1.4. VA PROSTHETIC AND SENSORY AID SERVICE (PSAS) POINT OF CONTACT

LISTING will be provided at time of award.

1.5. PRICING SCHEDULE: The Contractor shall provide a complete pair of prescription eyeglasses at the fixed prices listed in the Schedule of Supplies/Services. The unit price for the

CLINs must be all-inclusive of all parts, materials, labor, shipping/delivery, and manufacturing services required, as specified in the Statement of Work (SOW). RFQ’s for individual Delivery

Orders will provide estimated usage. The Government is not obligated to purchase any specified number of products and/or services but shall be obligated to provide payments for all items/services requested in accordance with the solicitation.

1.5.1. Prices are to include UV coating (unless default on the lens provided) on all lens materials and scratch-resistant coating on all lens types except glass. Pricing will also include a case

(the case must fit the glasses ordered). The eyeglasses will be shipped inside a soft or hard case. Safety glasses must be shipped in hard case that will accommodate glasses once side shields are attached whenever possible based on the size of the selected safety frame. If a hard case is not possible due to the size of safety glasses with side shields attached, a slip-in style case will be provided that can accommodate the glasses with the side shields attached.

In addition, when requested by VA prism up to 6 diopters are to be included at no additional charge to VA. Pricing must be FOB destination to each facility/Veteran.

1.6. DEFINITIONS/ACRONYMS:

1.6.1. ACO – Administrative Contracting Officer

1.6.2. ABO – American Board of Opticianry

1.6.3. ANSI – American National Standards Institute

1.6.4. AQL – Acceptable Quality Level

1.6.5. BAA – Business Associate Agreement

1.6.6. CDR – Contract Discrepancy Report

1.6.7. CEU – Continuing Education Unit

1.6.8. CFR – Code of Federal Regulations

1.6.9. CME – Continuing Medical Education

1.6.10. CO – Contracting Officer

1.6.11. COR – Contracting Officer Representative

1.6.12. CPARS – Contractor Performance Assessment Reporting System

1.6.13. CPRS – Computerized Patient Record System (VA’s current electronic health record)

1.6.14. EHR – Electronic Health Record

1.6.15. ETA – Estimated Time of Arrival

1.6.16. FDA – Food and Drug Administration

1.6.17. FY – Fiscal Year

1.6.18. HHS – Department of Health and Human Services

1.6.19. HIPAA – Health Insurance Portability and Accountability Act

1.6.20. IDIQ – Indefinite Quantity Indefinite Delivery

1.6.21. ISO – Information Security Officer

1.6.22. LIN – Line Item Number

1.6.23. OIG – Office of Inspector General

1.6.24. PD – Pupillary Distance

1.6.25. PHI – Protected Health Information

1.6.26. PKI – Public Key Infrastructure

1.6.27. PO – Purchase Order

1.6.28. PSAS – Prosthetic Sensory Aid Service

1.6.29. QASP – Quality Assurance Surveillance Plan

1.6.30. SOW – Statement of Work

1.6.31. UV – Ultraviolet

1.6.32. VA – Department of Veterans Affairs

1.6.33. VAMC – Veterans Affairs Medical Center

1.6.34. VISN – Veterans Integrated Service Network

2. CONTRACTOR RESPONSIBILITIES:

2.1. ACCESS TO PATIENT INFORMATION: In performance of official duties, Contractor’s provider(s) 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’s employee(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.

2.1.1. Contractor staff shall complete required security training and sign a VA Computer Access

Agreement prior to having access to the VA computer system. Security Training will be accomplished annually. Contractor staff shall be assigned training modules for Privacy

Training and Information Security Training. Training certificates shall be provided to the

VA COR upon completion. All certificates and reports shall also be provided to the administrative CO.

2.1.2. In addition, Contractor staff will attend CPRS training prior to obtaining CPRS access or providing any patient care services. Contractor staff shall document patient care in CPRS to comply with all VA and equivalent TJC standards.

2.1.3. All contract personnel requiring access to PHI / Encrypted information must obtain a PIV card/badge to ensure secure communications from the VA (e.g. Contract billing staff requiring patient lists with PHI/PII and Contract management personnel requiring PHI/PII information).

2.2. CONFIDENTIALITY OF PATIENT RECORDS:

2.2.1. 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.

2.2.2. 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: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance

Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and

Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human

Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA).

2.4. PRESCRIPTION EYEGLASSES:

2.4.1. LENSES: Contractor shall not use premium progressive lenses or premium photochromatic lenses, described below in Section 2.1.4.5 (Premium Progressive Lenses) and 2.4.1.6 (Photochromatic Lenses), where the non-premium product meets clinical needs as specified by the Clinical Provider. Premium progressive lenses and premium photochromatic lenses can 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. All safety lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of “American National

Standards for Ophthalmic Lenses – Recommendation” ANSI Z87.1 or the latest edition. All 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. Glass ophthalmic lenses shall be chemically, or heat strengthened for impact resistance. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form unless positive cylinder form is specified for the order. All lenses shall be UV Coated and scratch resistant at no charge to the government.

2.4.1.1. Single Vision Lenses – Lenses shall be available in glass, plastic, polycarbonate, Trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

Photochromatic lenses must also be available. Construction of single-vision lenses shall include spheres and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to

VA.

2.4.1.2. Bifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

Photochromatic lenses must also be available. Construction of bifocal lenses shall include spheres and sphero-cylinders in all powers. Add +0.75 to +4.00D. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA.

2.4.1.3. Trifocal Lenses – Lenses shall be available in glass, plastic, polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74.

Photochromatic lenses must also be available. Construction of trifocal lenses shall include spheres and sphero-cylinders in all powers. Add +1.00 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available.

Note: prism up to 6-diopters is at no charge to VA.

2.4.1.4. Progressive Lenses – Brand Name or equal to Image, Solamax, Navigator or

Navigator Short. In house Free Form designs are acceptable. “Or equal” progressive lenses must meet or exceed the following salient characteristics:

• Lenses shall be available in a variety of materials, including but not limited to glass, CR-39, polycarbonate, and high index with refraction values up to and equal to 1.60 to 1.74.

• Lenses shall encompass fitting height parameters of 15mm up to =/- 30mm.

• Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 4.1.1.6 for additional requirements related to photochromatic lenses.

• Construction of lenses shall include spheres and sphero-cylinders in all powers.

Add powers of +1.00 to +4.00 shall be available.

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

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

Framed lenses and oversized blanks shall be available. All lenses shall be placed in frames unless otherwise requested.

2.4.1.5. Premium Progressive Lenses – The VA will provide the standard Progressives

Lenses at no cost to the Veteran as described in 4.1.1.4 (Progressive Lenses). The VA will pay, if prescribed and specified by the provider with an appropriate medical justification, for Premium Progressive Lenses, which will be a brand name equal to or equal to Varilux. Reference the restrictions described above in section 4.1.1 (Lenses).

The Contractor shall provide the most up-to-date current technology, such as digitally ground and wavefront design that is the current standard. “Or equal” items must meet or exceed the following salient characteristics:

• Lenses shall be available in a variety of materials, including but not limited to glass, CR-39, polycarbonate, and high index with refraction values from 1.60 to

1.74.

• Lenses shall encompass fitting height parameters of 15mm up to =/- 30mm.

• Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 4.1.1.6 for additional requirements related to photochromatic lenses.

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

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

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

2.4.1.6. Photochromatic Lenses – The Contractor shall provide photochromatic lenses that meet the salient characteristics below. Furthermore, if specifically required by the provider, the Contractor shall provide premium brand-name photochromatic lenses that are Transitions Signature, Transitions XTRActive, EXTRActive Polarized, and sun wear options including but not limited to Transitions Drivewear or a premium brand name equal to those listed above. Reference the restrictions described above in section.

4.1.1 (Lenses). Items must meet or exceed the following salient characteristics:

• Lenses shall be available in a variety of materials, including but not limited to

CR-39, polycarbonate, and high index with refraction values from 1.56 to 1.74;

• A variety of lenses shall be available to fit all included eyeglass frames;

• Lenses shall provide a broad spectrum of coverage to work with nearly all prescriptions including single vision, bifocals, multifocal, and progressive lenses;

• Lenses must block 100% of UVA and UVB rays;

• Lenses must be able to be worn indoors or outdoors all day, with indoor clarity that is virtually clear;

• Photochromic lenses shall have color options of gray and brown, with other colors such as green or amber offered if available by lens manufacturer

• Note: The VA will pay for Photochromatic Lenses if prescribed and specified by the VA provider with an appropriate documented medical justification in CPRS.

The contractor shall not add or substitute components or alter the beneficiary’s prescription in any way without the prior written approval of the VA Clinic Team or designee.

2.4.2. FRAMES: All 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. Safety Frames must meet the American National Standard for Occupational and Educational Eye and Face Protection, Z87.1 standards, or latest edition. All frames offered by the Contractor shall be new and not discontinued models.

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

Spring hinges must have a smooth and consistent action that does not wear over time, with friction that is consistent throughout the entire range of motion.

2.4.2.1. REQUIREMENTS FOR METAL FRAMES:

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

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

2.4.2.1.3. Utilize nose pads that comfortably “grip” the skin and prevent slippage of the glasses.

2.4.2.1.4. 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.

2.4.2.1.5. A selection of several Stainless-Steel contract frames should be available for patients with metal allergies.

2.4.2.1.6. Titanium frames should 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.

2.4.2.2. REQUIREMENTS FOR PLASTIC FRAMES:

2.4.2.2.1. 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.

2.4.2.2.2. 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.

2.4.2.3. REQUIREMENTS FOR SAFETY FRAMES:

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

2.4.2.3.2. The frames must have either detachable side shields or wrap/goggle style for safety marked Z87 indicating impact rating.

2.4.2.3.3. Lenses must be made of polycarbonate and must carry the manufacturer's marking in upper/outer corner of lens, followed by a "+" sign indicating the lenses are impact rated.

2.4.2.4. PRIVATELY OWNED FRAMES: Privately owned frames may be submitted to the

Contractor for new lenses. Charges for lenses only shall be in accordance with the

Schedule of Supplies/Services. Contractor is responsible for replacing with like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary.

2.4.3. Verification of prescription and delivery to the veteran or VA shall be documented and available to VA as requested. Contractor shall not add or substitute components or alter the veteran’s prescription in any way without prior approval and written authority from the authorized VA prescriber. All items provided by the Contractor shall be new. The

Government will use CPRS Prosthetics Eyeglass Consult, Prescription and Authorization for Eyeglasses, to place orders with the Contractor.

2.4.4. QUALITY CONTROL & FINAL INSPECTION CHECK: The Contractor must have robust internal quality control and final inspection processes in place that are routinely monitored and ensure only quality eyeglasses are shipped. The contractor must ensure that the final inspection is completed by staff empowered to make all adjustments, perform corrections, or require a remake before shipping the glasses to ensure all requirements are met. Each pair of eyeglasses will have a notation on the packing slip that accompanies each shipped pair of eyeglasses. It will be initialed by the final inspector, noting that the eyeglasses received a final quality inspection. The final inspector will complete a checklist in the computer system that will enable tracking of who inspected the glasses, the date of inspection, and the patient.

The documented final inspection check of each pair of eyeglasses will ensure that each pair meets ANSI standards, is well assembled, and is ready to be worn, barring any adjustments the Veteran may need to improve comfort. This includes the following:

2.4.4.1. Checking to be sure the correct frame ordered for the job has been pulled. This means not only the correct frame style but also the size and color. Also, be sure the frame actually matches the shape of the frame style ordered.

2.4.4.2. Ensuring the correct lenses for the job have been pulled i.e. single vision, bifocal, trifocal, progressives (including brand), and in the correct material such as Columbia

Resin # 39 (CR39); polycarbonate, high index; etc.

2.4.4.3. Ensuring any tints requested are provided and at the requested level of tint darkness.

Verify tinted materials are used when requested, such as: transition, polarized, blue blocker, etc.

2.4.4.4. Ensuring that a lensometer (manual or automated) is used to check the power of the lenses and the axis, ensures prism is present if requested; ensures that pupillary distance (PD’s), segment height, base curves, and bevels are correct.

2.4.4.5. Checking job after mounted in frame ensuring that bevels fit properly in frame, segment alignments are correct, and lenses are secure in frame and cut to proper size.

2.4.4.6. Completing final inspection that includes a basic alignment of the glasses – standard

4-point touch and ensuring that all screws/fittings including nose pad screws are secure, unnecessary progressive markings taken off the glasses.

2.4.4.7. The Contractor will conduct a review of at least 5% of the eyeglasses that have passed final inspection each day and the results of this review will be retained and trended over time (monthly) along with the corrective actions taken. The results of this review process shall be shared with the VA quarterly.

2.4.4.8. The Contractor is required to provide the VA documentation each month for eyeglasses that need to be returned to the Contractor to due to quality problems.

2.4.5. SHIPPING: All orders for eyeglasses will be shipped in a manner that can be tracked.

Eyeglass should be inside a suitable soft or hard case. Safety glasses must be shipped in hard case that will accommodate glasses once side shields are attached based on the size of the selected safety frame.

2.4.6. ORDERS SHIPPING TO VAMC: Prior to shipping, a tag is to be placed around the eyeglasses with the Veterans last name and last four digits of the social security number.

Packing slip shall also be marked with the Veterans last name and last four digits of the social security number. The order number is an acceptable means of identification.

2.4.7. DELIVERY:

2.4.7.1. The Contractor must ship all contract items within SEVEN (7) BUSINESS DAYS after receipt of prescription/order issued by Government authorized personnel against the contract. The Contractor must ship all specialty lenses within FOURTEEN (14)

BUSINERSS DAYS after receipt of the prescription/order. The seven (7) and fourteen

(14) business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the government reserves the right to request expedited delivery. The contractor shall address emergent requests within one

(1) business day. 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.

2.4.7.2. All eyeglasses shall be delivered as directed on the purchase order (to either the designated address of the Veteran or VA optical location) and delivery shall be made using a service that is able to track the parcel from pick-up to delivery. The Contractor shall notify the VA Medical Center optician and COR via encrypted email and show cause in the event the Contractor is unable to deliver the required items in accordance with the Government’s required delivery date.

2.4.7.3. The Contractor shall be responsible for informing the VA COR and the requesting

VA optician 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. The Contractor’s failure to notify the VA COR and the requesting VA optician 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 PSAS

Central Processing Unit shall telephonically contact the Contractor and notify the

Contractor of such a requirement.

2.4.7.4. A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the VISN Network Prosthetic Manager, Deputy VISN Network Prosthetic Manager, or Chief of PSAS Patient Services identified in individual Delivery Orders.

2.4.8. 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 will not be available or offered at the VA Optical Shop or through the Veterans VCS Service (VCS).

2.4.9. SAMPLE KIT: Consisting of each eye size with multiple bridge sizes, an approved sample kit shall be submitted to all participating VA Optical Shops at no additional cost to the government at least thirty (30) calendar days prior to the start of performance. The estimated number of sample kits will be provided in solicitations for individual Delivery

Orders. The number of required kits could be changed depending on the needs of the

Government. Up to an additional XXXX (XX) sample kits shall be provided at no additional cost to the Government, should additional sample kits be required. The frames included in the sample kit will allow for different eye sizes, temples, and colors. Approved frames must be provided in all available sizes, and each available color must be represented if a frame catalog showing the colors is not available. For example, if a frame is available in five (5) sizes and three (3) colors, VA would need five (5) frames (one of each size) with each color represented once. All frames offered by the contractor shall be listed in a frame catalog and the frame catalog shall be available at each optical shop. The sample kit shall include the following (subject to change with individual Delivery Orders):

Men’s Frames

Metal – Men’s

Description Quantity Required

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

• Smaller lens 50m to 52m with a minimum B of 30m to suit PAL and smaller faces

X total

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

• 46m-50m

• 51m-55m

• 56m-58m

X total

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

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

• Traditional double bridge smaller width/larger lens 54m-56m

• Single bridge wider sizes with 57mm-62mm eye sizes

• Single bridge small/medium sizes with 52mm-56mm eye sizes

X total

Unisex

Metal - Unisex

Description Quantity Required

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:

o 46m-50m o 51m-55m o 56m-58m o 60m+

X total

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

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

• 54m-56 m smaller lens area with minimum 30m b for higher rx’ s

X total

Semi-Rimless - Unisex

Description Quantity Required

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

PAL, as follows:

• 51m-53m

• 54m-57m

• 58m-60m

Semi-rimless with adjustable silicone saddle bridge and spring hinges. At least one (1) frame must be in mid-range size such as 55m/56m.

Plastic- Unisex

Description Quantity Required

Zyl frame with spring hinges, and keyhole bridge, as follows:

• 50m-52m smaller lens to suit higher rx and PAL, min 145mm temples

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

X total

Zyl frame with spring hinges and durable endpieces, as follows:

• 49m-52m with a minimum Vertical Dimension of 30mm 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 30mm to suit PAL bridge 17 or wider

• 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

• 60mm to suit wide faces

X total

Women’s Frames

Metal – Women’s

Description Quantity Required

Full metal with adjustable nose pads and spring hinges in sizes 52m-54m and at least 1 with minimum b of 30mm X total

Full metal with adjustable nose pads and spring hinges in sizes 48m-50m and at least 1 with minimum b of 30mm

X total

Full metal with adjustable nose pads, spring hinges, and small bridge size of 16 and at least 1 with minimum b of 30mm

X total

Semi-Rimless – Women’s

Description Quantity Required

Semi-rimless with adjustable nose pads and spring hinges in sizes 52m-56m Minimum 30m B measurement for PAL.

X total

Plastic – Women’s

Description Quantity Required

Zyl Frames with spring hinges, multiple colors, as follows:

• 48m -50m with minimum Vertical Dimension of 30mm to suit PAL

• 51m-54m with minimum Vertical Dimension of 30mm to suit PAL

• 55m-56m to suit wider faces

Titanium – Women’s

Description Quantity Required

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

• 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL

• 53m-55m to suit wider face, minimum Vertical Dimension of 30m to suit PAL

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

• 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL

• 53m-55m to suit wider face, with minimum Vertical Dimension of 30m to suit

PAL

X total

Safety Frames (All with removeable side shields)

Description Quantity Required

Full metal - Small 52m-54m eye with adjustable nose pads X total

Full metal - Large 56m-58m eye with adjustable nose pads X total

Wrap/Goggle Sport Spec Style - Size 56m-60m X total

Total Required – All Frame Categories

2.4.10. BACKORDER: If there is a backorder, the Contractor will communicate this information within one business day to the VISN POC’s identified in the individual Delivery Orders.

The communication will include the estimated time of arrival (ETA) so the VA Optician can make a decision on how to proceed. The Contractor will provide follow-up electronic communication to the VA Opticians on the estimated date of arrival, indicating if the eyeglass frames are in or the latest ETA. The Contractor will continue to provide ongoing communication at each ETA point until the frame issue is resolved.

2.4.11. FRAME OUTAGE, DISCONTINUATIONS & LOW USAGE: In the event there is a frame outage or discontinuation, the Contractor will communicate this information within

1-business day from awareness to the VISN identified in individual Delivery Orders

Network Prosthetic Manager and mail group identified in the individual Delivery Orders.

The communication will indicate what frame is proposed to replace the discontinued/unavailable frame and shall include a picture of the proposed replacement and pertinent details such as available sizes and colors. The VA will communicate this information to the opticians for their review/feedback and then VA (VISN identified in individual Delivery Orders Network Prosthetic Manager, Deputy VISN identified in individual Delivery Orders Network Prosthetic Manager, or Chief of PSAS Patient

Services) will communicate an approval decision to the Contractor. Additionally, frame usage shall be monitored by the Contractor at each medical facility and frames with low usage shall be replaced at least annually with a frame from the same identified frame category meeting the same measurements and quality. Only VA-approved replacements/frame changes will be implemented. Upon receipt of approval from VA, the

Contractor shall send the replacement frame to each VA optical shop within five (5) business days so that the frame can be added to the display board. There will be no charge to provide these replacement frames to each VA optical shop.

2.4.12. WEEKLY CONTRACTOR COMMUNICATION: Every Monday by 10:00 AM

Eastern Time the Contractor will provide via e-mail to the person/group identified in the individual Delivery Orders mail group an Excel spreadsheet with three (3) tabs documenting:

1) an itemized list of all current frames (manufacturer/type/size) that can be requested by the VISN identified in individual Delivery Orders, 2) an itemized list of the frames that have been placed on backorder and the estimated time of arrival (ETA) so that opticians can reference with patients, and 3) an itemized list of any frames that have been discontinued by the manufacturer so that the VA optician can ensure they have been removed from the display board. For each frame identified as discontinued the Contractor will identify the approved replacement that was supplied to VA. Changes that have been made since the prior week’s communication will be highlighted for attention.

2.4.13. REPAIR KIT: Contractor shall provide each participating facility a repair kit consisting of nose pads in a variety of types/materials and sizes, nose pad screws, eye wire hinge screws, nylon rimless cord, frame liner, temple covers, thread seeker screws, silicone strap bridges, eyeglass cleaner, cleaning cloths for use by opticians only, additional cases (soft and hard), shrink wrap, Loctite (or equivalent adhesive), cleaning and cloths to remove markings on progressive lenses, and the tools necessary for those repairs to contracted frames. The Contractor shall maintain repair kit tools and associated supplies necessary to complete those repairs onsite. Repair kits shall be restocked as needed at no additional cost to the Government.

2.4.14. DISPLAY RACK AND TRAY: Contractor shall provide each participating VA Optical

Shop the eyeglass samples in a tray along with wall display racks or rotating display stands as required and requested by VA optical locations to properly display the available inventory of frames that can be provided Veterans, at no expense to the Government. The

Contractor will provide any related hardware that may be required to use these displays and the displays must be acceptable to VA. These items will be provided at no additional expense to the government at least thirty (30) calendar days prior to the start of performance. The Contractor will provide replacement racks and hardware as requested by

VA Optical Staff at no expense to the Government. The government will dispose of kits, display racks and trays at contract end.

The estimated number of VA Optical Shops requiring sample kits will be provided in solicitations for individual Delivery Orders. This number is subject to change. Display rack and trays including separate display boxes for titanium and certified safety frames acceptable to VA, along with sample kits of frames used in the contract, are to be supplied to each facility at no additional cost to the Government.

2.4.15. PATIENT INSTRUCTIONS: Contractor shall provide an insert with each pair of eyeglasses on how to care and clean eyeglasses and reference the VISN identified in individual Delivery Orders optical addresses, phone numbers, etc. This insert will be reviewed and approved by the VISN identified in individual Delivery Orders PSAS

Manager or designee with the understanding that it may be revised or updated as circumstances warrant.

2.4.15.1. In addition, if bifocals/progressives or photochromic lenses are provided the

Contractor will include with each pair of eyeglasses the applicable instruction insert.

2.4.15.2. Contractor shall provide additional stock of all inserts to all VA Optical Shops at no additional cost to VA.

2.4.16. WARRANTY: The Contractor warrants/guarantees all eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt of the pair of eyeglasses by the Veteran or the VA Eye Clinic. This includes any frames that may be discontinued during the course of the contract. If warranty work is required on eyeglasses that have a now discontinued frame, Contractor will be responsible for making the corrections even if it requires replacement of the lenses into a current frame. Manufacturer's warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and also enforced.

The Contractor agrees to furnish without additional cost to the government, all labor, and materials necessary to correct defects that were detected during the guarantee period.

In the event eyeglasses need to be remade under this warranty provision, the Contractor will remake the glasses and ship to the VA facility or veteran within three (3) business days of receipt of the defective glasses unless VA indicates it is an emergent need when the eyeglasses would need to be returned within 1-business day. In that event, the Contractor will be responsible for the overnight shipping charge.

2.4.17. RETURN PROCESS: The contractor will enable the VA to enter in necessary return information into their vendor platform system and then, the ability to print the document for shipment to the contractor along with the eyeglasses. The VA will ship the glasses using a carrier that can track the shipment.

2.4.18. RECALLS, REMOVALS, REQUIRED ADJUSTMENTS, AND MODIFICATIONS:

The Contractor shall immediately notify the VISN identified in individual Delivery Orders mail group in the event of a product recall, removal, required adjustments, or required modification that is suggested or mandated by the Contractor, distributor, manufacturer, or any regulatory or official agency. The information that shall be included in this notification includes:

2.4.18.1. A complete item description and/or identification;

2.4.18.2. Administrative identification data including contract number, order numbers, and order dates;

2.4.18.3. Reasons for recall, removal, adjustment, or modification;

2.4.18.4. Instructions for appropriate corrective action; and

2.4.18.5. Alternative solution to minimize/eliminate delay in service.

2.4.19. CONTINGENCY PLAN AND SERVICE INTERRUPTION:

2.4.19.1. The Contractor must have a detailed contingency plan to meet contract requirements and continue manufacturing in the event of power outage, staffing shortage, natural disaster or other emergency situation curtailing or shutting down operations at primary manufacturing plant. The Contractor is responsible for alerting the VISN identified in individual Delivery Orders mail group and CO as soon as known in the event there is a power outage, weather related problems, phone or fax issues, etc.

2.4.19.2. In the event of Contractor service interruptions beyond the Contractor’s control

(natural disaster, fire, mail shipment services, etc.), the Contractor shall immediately notify the VISN identified in individual Delivery Orders mail group and CO. The

Contractor will provide and effect an alternative solution in order to resume timely services within five (5) business days, or within a longer time mutually agreed upon time by the Contractor and CO, in coordination with the COR.

2.5. COMMUNICATION/CUSTOMER SERVICE: Throughout the term of the contract, the

Contractor staff will be readily available and answering telephones to address VA inquiries in a timely manner during normal business hours, XXXX AM to XXXX PM (XX), Monday through

Friday, excluding weekends and Federal Holidays. Staffing will be adequate so that all time-sensitive calls or e-mails are answered or responded to no later than 1-hour after being placed by the VA. All other correspondence shall be responded to within one business day. The Contractor is responsible for monitoring this and providing evidence of call responsiveness when requested by VA. Contractor management staff will be available via cell phone numbers to address any emergent issues on an immediate basis. Those numbers will be provided to the VA upon award.

2.5.1. Ordering: The Contractor must have a secure web site that is approved by VA IT and includes an ordering platform for VA personnel involved with order entry to directly enter orders and payment information. The website must be efficient for VA personnel involved with order entry to use and the Contractor will have the ability to enhance or upgrade software features when desired by VA at no cost to VA. The ordering platform must utilize artificial intelligence to prevent orders from being entered incorrectly (for example, a prescription that can’t be manufactured) or if desired frame is not currently available. The platform must be able to communicate with the user so that if an error is encountered, the error is described to allow for correction. The platform must be kept current in real time so that unavailable frames cannot be selected. The platform must enable an order to be entered by the VA personnel involved with order entry but not processed until delegated VA

Ordering Officers enter both the 4-Sight purchase order number and VISTA site-specific obligation number. The ordering platform must be on FIPS 140-2 compliant servers with the ability to transmit information in an encrypted manner during transit in accordance with

NIST 800-53/VA Handbook 6500 (see VA Publications at https://www.va.gov/vapubs/index.cfm for latest version). The platform must be able to facilitate the generation of reports that identify VA physicians initiating the prescriptions and also allow VA Medical Centers and Outpatient clinics to access and check the real-time production status of orders online by 4-Sight purchase order number, patient name, and last four digits of social security number. The website will also show the name of the delivery company used, ship date and delivery tracking number. This website will have secured access via access/password codes and limit patient identifiable information to no more than first initial last name and last four digits of social security number. The Contractor will be responsible for providing comprehensive training on the ordering platform prior to the start of performance, and as needed thereafter, at no additional cost to the VA.

2.5.1.1. The ordering platform must allow delegated VA authorized purchasers to enter both the 4-Sight purchase order number and VA site-specific obligation number

(VISTA/iFAMS) into each Veteran’s order, rather than sending purchase order and payment information via encrypted email or facsimile to the Contractor.

2.5.1.2. The ordering platform must be able to integrate 1) VA personnel involved with order entry entering the prescription and related information, 2) the delegated VA authorized purchasers entering both the 4-Sight purchase order number and VA site-specific obligation number into each Veteran’s order. Contractor shall not add or substitute components or alter the veteran’s prescription in any way without prior approval and written authority from the authorized VA prescriber.

2.5.1.3. VA authorized purchasers will send an encrypted email daily by the close of business with Excel spreadsheets for each facility listing all orders placed for each facility that day.

2.6. FEDERAL HOLIDAYS: The following holidays are observed by the Department of Veteran Affairs:

2.6.1. New Year’s Day

2.6.2. Washington’s Birthday

2.6.3. Martin Luther King’s Birthday

2.6.4. Memorial Day

2.6.5. Juneteenth

2.6.6. Independence Day

2.6.7. Labor Day

2.6.8. Columbus Day

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvapubs%2Findex.cfm&data=05%7C02%7C%7C182d207f8cc34e8ca3e508dd3bc8a623%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638732455136212075%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=xBETMVkorovU51i8yF7xh4TyiEEhB8pUTe%2Fxz5YjtvA%3D&reserved=0

2.6.9. Veterans Day

2.6.10. Thanksgiving

2.6.11. Christmas

2.6.12. Any day specifically declared by the President of the United States to be a national holiday.

3. GOVERNMENT RESPONSIBILITIES:

3.1. OVERSIGHT OF SERVICE/PERFORMANCE MONITORING:

3.1.1. CO RESPONSIBILITIES: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the

CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity, or quality of performance of this contract. The CO shall resolve complaints concerning Contractor’s provider relations with the Government employees or patients.

The CO is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the CO without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof. If contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services;

consultation or training for the contract staff to be provided by the VA; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

3.1.1.1. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is the final authority on validating complaints. In the event that the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

3.1.1.2. The Government reserves the right to refuse acceptance of Contractor, if personal or professional conduct jeopardizes patient care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The Contracting Officer and Contracting Officer

Representative (COR) shall deal with issues raised concerning contract personnel’s conduct. The final arbiter on questions of acceptability is the Contracting Officer.

3.1.2. COR RESPONSIBILITIES: In accordance with VAAR 852.270-1, Representatives of

Contracting Officers, the CO will designate representative(s) to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee’s authority. A copy of the designation(s) will be provided to the

Contractor upon award. The COR shall be the VA official responsible for verifying contract compliance. After the contract award, any incidents of Contractor or Contractor’s provider noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR will be responsible for monitoring the contractor staff's performance to ensure all specifications and requirements are fulfilled. Any evidence of the Contractor's non-compliance shall be forwarded immediately to the Contracting

Officer. In the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

3.1.2.1. The COR will provide a list of all VA opticians and purchasing staff who will need access to the contractor's ordering system after the award.

3.1.3. CONTRACT ADMINISTRATION: All contract administration functions will be retained by the VA. After the award of the contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to the Contracting Officer.

4. SPECIAL CONTRACT REQUIREMENTS:

4.1. REPORTS AND DELIVERABLES: All reports containing patient information must be sent via encrypted email to the designated VA point of contact.

4.1.1. DAILY SHIPPING REPORT: The Contractor shall provide a shipping report daily prior to 12:00 PM with each VAMC on a separate tab to the VISN identified in individual

Delivery Orders mail group. Reports shall be sorted alphabetically and shall include the following:

4.1.1.1. Shipping list that includes date shipped to Veteran beneficiary or VA facility and tracking information for the previous day.

4.1.1.2. Delivery confirmation (tracking information) when directly mailed to either VA facility or Veteran beneficiary address.

4.1.2. MONTHLY REPORTS: The Contractor shall submit the following reports to the VISN identified in individual Delivery Orders Network Prosthetic Manager or designee by the 15th of each month.