DRAFT - 36C24125R0088 v1.2.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24125R0088

Jeremy J. Boston 734-925-7828 (TBD)

16:30 EDT

Department of Veterans Affairs

Network Contracting Office 1 (NCO 1)

Contracting Officer (90C)

1 VA Center

Augusta ME 04330

X 100

X

339115

1000 Employees

N/A

X

As directed by individual orders.

Network Contracting Office 1 (NCO 1)

Contracting Officer (90C)

1 VA Center

Augusta ME 04330

Financial Services Center http://www.fsc.va.gov/einvoice.asp

See VAAR 852.232-72

Austin TX 78714-9971

See CONTINUATION Page

The purpose of this requirement is to procure prescription eyeglass manufacturing services for all VA Medical Centers across the nation, including CONUS and OCONUS locations.

Period of performance is ten-years with a five-year base period and one, five-year option period.

See CONTINUATION Page

X X

X 1

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

1. SCOPE

1.1. GENERAL

1.2. CONTRACT TYPE

1.3. PERIOD OF PERFORMANCE

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

CONTACT LISTING will be provided at time of award

1.5. DEFINITIONS/ACRONYMS

2. CONTRACTOR RESPONSIBILITIES

2.1. ACCESS TO PATIENT INFORMATION

2.2. CONFIDENTIALITY OF PATIENT RECORDS

2.3. HIPAA COMPLIANCE

2.4. PRESCRIPTION EYEGLASSES

2.5. COMMUNICATION/CUSTOMER SERVICE

2.6. FEDERAL HOLIDAYS

3. GOVERNMENT RESPONSIBILITIES

3.1. OVERSIGHT OF SERVICE/PERFORMANCE MONITORING:

4. SPECIAL CONTRACT REQUIREMENTS

4.1. REPORTS AND DELIVERABLES

4.2. MEETINGS

4.3. METRIC PRODUCTS

4.4. PURCHASE ORDERS FROM VA

4.5. INVOICING/PAYMENT PROCEDURES AND REQUIREMENTS

5. PERFORMANCE REQUIREMENT SUMMARY (PRS)

APPENDIX A: VETERANS INTEGRATED SERVICES NETWORKS (VISNS)

B.3 PRICE SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 29

C.7 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.8 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.10 VAAR 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023)

(DEVIATION)

C.11 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899

(DEVIATION)(APR 2025)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 38

C.14 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.15 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.16 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

C.17 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

ADDITIONAL INSTRUCTIONS FOR PROPOSAL SUBMISSION

SAMPLE KIT REQUIREMENTS FOR EVALUATION

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.12 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

EXPLANATION OF EVALUATION APPROACH

E.13 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: ___________________________________

POC: ___________________________________

Phone: ___________________________________

Email: ___________________________________

b. GOVERNMENT:

Jeremy J. Boston

Contract Specialist

Jeremy.Boston@va.gov

Jeremy J. Parker

Contracting Officer

Jeremy.Parker2@va.gov

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Weekly. See SOW Section 4.5 Invoicing

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

Requests.

http://www.tungsten- network.com/us/en/veterans-affairs mailto:Jeremy.Boston@va.gov mailto:Jeremy.Parker2@va.gov

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

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Department of Veteran Affairs National Prescription Eyeglass Manufacturing Services

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.

The Contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription that has been provided by the VA Clinic Team, Chief, Prosthetics, and/or authorized designee.

The Contractor shall not add or substitute components or alter the beneficiaries' prescription in any way without prior approval and written authority from the VA Clinic Team, Chief of

Prosthetics, Network COR (Contracting Officer Representative) and/or authorized designee. All items provided by the Contractor shall be new.

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

Processing Section. Orders shall be placed daily by the local facilities in accordance with

Section 2.5.1.

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 requirement covers all VISNs all sites, inclusive of all overflows from VISNs 10, 12, and 20. Estimates are provided in the Price Schedule.

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

Eyeglass manufacturing services contractors will not be permitted to engage in or provide

Optician Services to veteran patients at VA facilities while holding a current VA Eyeglasses

Manufacturing indefinite-delivery, indefinite quantity (ID/IQ) contract. This ensures that veterans are not unduly persuaded to make out of pocket purchases outside of their VA optical clinic visits and that veterans maintain an unbiased, unaffected opinion when selecting frames, promoting fair opportunity among all ID/IQ awardees.

1.2. CONTRACT TYPE

The Department of Veterans Affairs intends to establish ID/IQ contracts. This solicitation will result in multiple awards. The ID/IQ’s will cover the entire nation. Orders will be placed daily directly against the resulting contracts by the local facilities in accordance with Section 2.5.1.

1.3. PERIOD OF PERFORMANCE

The contract performance period is for ten-years. VA will allow the new contractors, up to 60 calendar days after the contract award for the new 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.

Space intentionally left blank. Will be provided at time of award.

1.5. DEFINITIONS/ACRONYMS

ACO – Administrative Contracting Officer

ABO – American Board of Opticianry

ANSI – American National Standards Institute

AQL – Acceptable Quality Level

BAA – Business Associate Agreement

CDR – Contract Discrepancy Report

CEU – Continuing Education Unit

CFR – Code of Federal Regulations

CLIN – Contract Line Item Number

CME – Continuing Medical Education

CO – Contracting Officer

COR – Contracting Officer Representative

CPARS – Contractor Performance Assessment Reporting System

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

EHR – Electronic Health Record

ETA – Estimated Time of Arrival

FDA – Food and Drug Administration

FY – Fiscal Year

GPC – Government Purchase Card

HHS – Department of Health and Human Services

HIPAA – Health Insurance Portability and Accountability Act

ID/IQ – Indefinite Quantity Indefinite Delivery

ISO – Information Security Officer

CLIN – Contract Line Item Number

OIG – Office of Inspector General

PD – Pupillary Distance

PHI – Protected Health Information

PKI – Public Key Infrastructure

PO – Purchase Order

PSAS – Prosthetic Sensory Aid Service

QASP – Quality Assurance Surveillance Plan

SOW – Statement of Work

UV – Ultraviolet

VA – Department of Veterans Affairs

VAMC – Veterans Affairs Medical Center

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.

2.2. 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

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 2.4.1.5 (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 additional charge to the government.

"Basic" lenses are commonly referred to by lens material. CR-39 also known as plastic is the most basic. Polycarbonate and hi-index start to get into specialty category. For lens styles, the most "basic" can be single vision and lined bifocal FT-

28. Progressive Additional Lenses can be considered by some as specialty. Lenses with specialized curves and prismatic correction are "specialty".

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:

2.4.1.4.1. 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.

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

30mm.

2.4.1.4.3. Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 2.4.1.6 for additional requirements related to photochromatic lenses.

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

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

2.4.1.4.6. 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 2.4.1.4 (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 or equal to Varilux. Reference the restrictions described above in section

2.4.1 (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:

2.4.1.5.1. 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.

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

30mm.

2.4.1.5.3. Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 2.4.1.6 for additional requirements related to photochromatic lenses.

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

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

2.4.1.5.6. 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. “Or equal” Items must meet or exceed the following salient characteristics:

2.4.1.6.1. 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;

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

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

2.4.1.6.4. Lenses must block 100% of UVA and UVB rays;

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

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

2.4.1.6.7. 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.

The frames must have either detachable side shields or wrap/goggle style for safety marked Z87 indicating impact rating. 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 not be submitted to the Contractor for new lenses. Charges for lenses only shall be in accordance with the Schedule of Supplies/Services.

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 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. SHIPPING:

2.4.7.1. 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 the date the eyeglass order 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 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 method only for expedited shipping charges.

2.4.7.2. All eyeglasses shall be delivered as directed on the 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 Canteen 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. Local facilities will coordinate sample kit requirements based on number of awardees, space available, and other factors. All awardees will receive equal space at each facility. Additional sample kits or replacements of 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.

2.4.10. BACKORDER: If there is a backorder, the Contractor will communicate this information within one business day to the VISN POCs, and national COR. The communication shall include the estimated time of arrival (ETA) so the Optician can make a decision on how to proceed. The Contractor shall 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 shall 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 National POC mail group and all VISN

POC mail group's. The communication shall 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 Optometrists for their review/feedback and then the Contracting Officer shall 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 National POC mail group and all

VISN POC mail group's an Excel spreadsheet with three (3) tabs documenting: 1) an itemized list of all current frames (manufacturer/type/size) that can be requested , 2) an itemized list of the frames that have been placed on backorder and the 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 potential replacement frames for CO approval. 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 at no cost to the government. 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, including separate display boxes for titanium frames, 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 and the number is subject to change. 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.

Space constraints may exist at some VA Optical Shops. Contractor should provide a catalog (electronic or paper) advertising offerings available to the VA.

2.4.15. PATIENT INSTRUCTIONS: Contractor shall provide an insert with each pair of eyeglasses on how to care and clean eyeglasses and reference to contact their VA

Optician for issues. This insert will be reviewed and approved by the National 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 the contractor’s vendor platform system and then, the ability to print the document for shipment to the contractor along with the eyeglasses.

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

The Contractor shall immediately notify via e-mail the National POC mail group and all VISN

POC mail group's 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.

2.4.18.6. A copy of this notification described above shall additionally be provided to:

Manager, Product Recall Office

National Center for Patient Safety

Veterans Health Administration

24 Frank Lloyd Wright Drive, Lobby M

Ann Arbor, MI 48106

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 National POC mail group and all VISN POC mail group's as soon as known in the event there is a power outage, weather related problems, phone or fax issues, etc. All protocols shall comply with local, state, federal, and

Department of Veterans Affairs requirements.

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 National POC mail group and all VISN POC mail group's.

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, 8:00 AM –

8:00 PM Eastern Time, 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. The only time time-sensitive calls or emails are anticipated are for safety issues. 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 shall have a secure web site that is approved by VA OI&T and includes an ordering platform for Optician involved with order entry to directly enter orders and payment information. The website must be efficient for Optician 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 shall 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 140-3 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 shall also show the name of the delivery company used, ship date and delivery tracking number. This website shall 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. The contractor shall also provide electronic Reference Guides detailing use of their ordering platform.

2.5.1.1. The ordering platform shall 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.

GPC’s are not authorized for use for ordering. 1358’s or other approved EFT obligation methods shall be utilized.

2.5.1.2. The ordering platform shall integrate 1) Optician 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 of the local facility with Excel spreadsheets for each facility listing all orders placed for each facility that day.

https://www.va.gov/vapubs/index.cfm

2.5.2. Contractor Portal Access: The awardee shall grant access to the contractor portal to authorized VA employees and authorized VA contracted staff that require use of the system to perform duties at no cost to the Government or the awarded VA contractor for optician services.

2.5.2.1. The contractor may require commercial agreements that govern the terms and conditions of accessing the contractor’s portal. The commercial agreement shall not contradict the underlying terms and conditions established by this contract and shall not include any costs/fees. The commercial agreements are at the contractor’s discretion and are solely between the contractor and VA contractor for optician services and do not involve the Government as a responsible party.

2.5.3. The Government shall submit all available orders to the contractor on a daily basis via email. The Contractor shall have the capability to receive orders via facsimile transmission in the event of an email outage. Batching of orders is not authorized by the contractor. VA will issue consolidated purchase orders via 1358 daily or weekly based on local facility.

2.6. FEDERAL HOLIDAYS

The following holidays are observed by the Department of Veteran Affairs:

New Year’s Day

Washington’s Birthday

Martin Luther King’s Birthday

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving

Christmas

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 CO 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.