PSAS PWS Formatted.pdf

VISN X Prescription Eyeglass Manufacturing and Optician 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 eyeglass manufacturing and onsite licensed optician services according to contract specification for beneficiaries of the following sites of care and their entire catchment areas (including outpatient clinics) within xxxxxxxxxxxxxxxx VA Health Care Network (VISN x):

At this time, all ordering is done by the site Prosthetic and Sensory Aids Service (PSAS) Central Processing Section. The number of patients covered by this contract is expected to increase/decrease within VISN X 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. 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.

1.3. VISN X PROSTHETIC AND SENSORY AID SERVICE (PSAS) POINT OF CONTACT LISTING

will be provided at time of award.

1.4. 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 CLINs 0001 – 00068 must be all-inclusive of all parts, materials, labor, shipping/delivery, and manufacturing services required, as specified in the Statement of Work (SOW). The estimated quantities included for each line item in the Price Schedule do not include projected increases or decreases over the life of the contract but are instead representative of VISN X’s actual line-item usage between January 1, 2022 -– September 30, 2023. VISN X’s usage data for each line item between January 1, 2022, - September 30, 2023, was totaled and divided by 21 (the number of months) to yield a monthly average. The monthly average was then multiplied by

12. These derived totals were then used as the estimated quantities for the line items in the Price Schedule for each annual pricing period. 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.

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, as the veteran prefers. 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.

1.5. DEFINITIONS/ACRONYMS:

ACO – Administrative Contracting Officer ABO – American Board of Opticianry ANSI – American National Standards Institute AQL – Acceptable Quality Level

Neely, Natica C. (OGC) Recommend adding transition language here (added via a subsequent amendment in response to a GAO protest):

“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.”

This transition period would be required for optician services and likely would still be needed even if optician services are removed (but perhaps in that instance, less time would be needed).

BAA – Business Associate Agreement CDR – Contract Discrepancy Report CEU – Continuing Education Unit CFR – Code of Federal Regulations 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 HHS – Department of Health and Human Services HIPAA – Health Insurance Portability and Accountability Act IDIQ – Indefinite Quantity Indefinite Delivery ISO – Information Security Officer LIN – 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. STAFFING AND QUALIFICATIONS:

2.1. PERSONNEL QUALIFICATIONS, LICENSE, CERTIFICATION: Personnel assigned by the Contractor to perform the services covered by this contract shall be competent and licensed opticians in their work state. All licenses held by the personnel working on this contract shall be full and unrestricted and maintained throughout the contract's life. Contract opticians working at VA facilities in states that require opticians to be licensed must have at least one licensed optician working on the premises. Each licensed optician may have up to 2 registered apprentice opticians working under their direct supervision. For VA facilities in states that do not offer optician licenses, all opticians must have at least an ABO certification.

2.2. TECHNICAL PROFICIENCY: Personnel assigned by the Contractor to perform the services covered by this contract shall be technically proficient in the skills necessary to fulfill the Government’s requirements, including the ability to speak, understand, read, and write English fluently. The Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed.

2.3. CREDENTIALING AND PRIVILEGING: Contracted Opticians must have credentialing and privileges as determined by the American Board of Opticianry, the state for which that Optician is providing services.

If a Contractor’s Optician is not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

Bowling, Chaz D.

This language might need to be updated to state that they must have this credentialing if the state requires it. Some states do not require this certificate to be a licensed optician. This has been brought up by contractor in the past.

2.4. CME/CEU: Contractor staff registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current throughout the life of the contract.

2.5. STANDARD INFECTION CONTROL MEASURES (PPD, IMMUNIZATIONS, ETC.):

The Contractor shall notify the VAMC and/or VAMC notify the contractor (as applicable) of any significant communicable disease exposures as appropriate. The Contractor shall adhere to the current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. The Contractor shall provide follow-up documentation of clearance to return to the workplace prior to their return.

The Contractor shall provide proof of the following tests and trainings for Contractor optician personnel that will be providing services onsite at least two weeks before the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

2.5.1.TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor opticians {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually.

2.5.2.MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor opticians {This is applicable to all health care workers}.

2.5.3.VARICELLA: Contractors shall provide proof of immunity for all Contractor opticians 2.5.4.{This is applicable to all health care workers}.

2.5.5.ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor opticians {This is applicable to all health care workers}.

2.5.6.INFLUENZA: Contractors shall provide proof that all Contractor opticians have received the annual Influenza vaccine unless it is contraindicated. If the Contractor optician has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.

2.5.7.OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO

2.5.8.BLOODBORNE PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s opticians 2.5.9.{This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.6. TRAINING:

2.6.1.The VA is committed to the electronic medical record as the format of choice for medical documentation. The VA will provide training associated with access and operation of CPRS system to ensure Contractor employees can successfully enter Veteran beneficiary data. Training will be conducted during normal business hours.

2.6.2.The Contractor shall ensure all contracted employees and designated VA employees are fully trained on all contractor software and applications to perform this requirement (ordering systems, invoicing systems, etc.)

2.6.3.The Contractor shall ensure all employees working at each VAMC complete training to include required annual compliance and privacy requirements (Health Insurance Portability and Accountability Act (HIPAA) of 1996, Compliance Business Integrity, VA Privacy and Information Security Awareness and Rules of Behavior, and Privacy/HIPAA or Mandatory Training for Transient Clinical Staff) training.

Training requirements must be completed prior to any Contractor employee to access the Government computer system. Additionally, the Contractor will provide Certificate of Completion upon completion of each training requirements.

2.6.4.When feasible and appropriate VA will attempt to make trainings available remotely, however, there http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) may be instances where this is not possible and on-site participation will be required. Contractor shall be responsible for all costs associated with attending training in person at the VAMCs.

2.6.5.The Government reserves the right to request the Contractor complete any additional training requirements that may be necessary during the initial contract period and any following contract periods based on changes in VA, VHA, or VISN policy and/or regulations.

2.7. 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.

2.7.1.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.

2.7.2.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.

2.7.3.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).

2.8. CONFIDENTIALITY OF PATIENT RECORDS:

2.8.1.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.

2.8.2.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.

2.9. 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).

2.10. Rules of Behavior for Automated Information Systems: Contractor staff having access to VA

Information Systems are required to read and electronically sign a Rules of Behavior statement, which outlines rules of behavior related to VA Automated Information Systems. This shall be completed via VA 10176 Privacy and Information Security Awareness Training and Rules of Behavior in TMS prior to obtaining access to VA information systems. Paper copies of the National Rules of Behavior can be obtained from the Facility ISO or COR at any time.

2.11. Conflict of Interest: The Contractor and all Contractor’s provider (s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of quotation and during the entirety of contract performance.

2.12. CITIZENSHIP RELATED REQUIREMENTS:

2.12.1. The Contractor certifies that the Contractor shall comply with all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs.

2.12.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non- immigrant who is in violation their status, because of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.12.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.12.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

2.12.5. The Contractor agrees to obtain a similar certification from its subcontracts.

2.13. Annual Office of Inspector General (OIG) Statement: In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the VA OIG has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

2.13.1. Therefore, all Contractors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed Contract staff and/or firm(s) are not listed.

Contractors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contract staff and entities that employ or enter contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

2.13.2. By submitting their quotation, the Contractor certifies that the OIG List of Excluded Individuals/Entities has been reviewed and that the Contractor and/or firm is/are not listed as of the date the offer/bid was signed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

http://www.hhs.gov/oig

2.14. Non-Personal Services: The parties agree that the Contractor, contract staff, agents and sub- contractors shall not be considered VA employees for any purpose. All individuals that provide services under this resultant contract and are not employees of the Contractor shall be regarded as subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by all its subcontractors.

The Contractor shall be responsible for strict compliance with all contract terms and conditions without regard to who provides the service.

2.15. INDEMNIFICATION: The Contractor shall be liable for, and shall indemnify and hold harmless the

Government against, all actions or claims for loss of or damage to property or the injury or death of persons arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

2.16. CONTRACT PERSONNEL/NO EMPLOYEE STATUS: The Contractor shall be responsible for protecting all Contractor personnel furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all contract staff providing services under the resultant contract:

2.16.1. Workers’ compensation

2.16.2. Professional liability insurance

2.16.3. Health examinations

2.16.4. Income tax withholding and

2.16.5. Social security payments

2.17. INHERENTLY GOVERNMENTAL FUNCTIONS PROHIBITED: This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.18. TORT LIABILITY: The Federal Tort Claims Act does not cover contract staff. When a contract staff member has been identified as a provider in a tort claim, the Contractor’s staff member shall notify the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s provider’s action or non-action is the responsibility of the Contractor and/or insurance carrier. The Contractor will immediately notify the Contracting Officer of any threatened or potential administrative or legal action and any notice or complaint regarding such action which relates in any way to this contract.

2.19. KEY PERSONNEL: Any Contractor personnel proposed to provide services under this contract must complete a VA background investigation, credentialing, and receive clearance from the Contracting Officer before performing any services under this contract.

2.19.1. The VA Full Time Equivalency (FTE) for the state-licensed and ABO-certified opticians required is (46) FTE total. FTE is defined by the VA as a minimum of 80 hours every two weeks and does not include holidays. Contractor opticians are not expected to work more than 40 hours per week. It is anticipated that state-licensed and ABO-certified opticians will be required at the following VA Eye Clinics for the normal business hours defined in SOW paragraph 3.1. The site locations for performance and the staffing levels for this requirement are identified below:

Table 2.1 Location Address Staffing

Requirement Atlanta VAMC (508) 1670 Clairmont Rd, Decatur, GA

30033

Trinka Davis CBOC 180 Martin Dr, Carrollton, GA 1

Bowling, Chaz D.

This should only be needed if there is opticians

See above comment

30117

Cobb County VA Multispecialty Clinic

1263 Cobb Parkway North, Marietta, GA 30066

Tucker 2309 Parklake Drive Northeast, Atlanta, GA 30345

Lawrenceville CBOC 455 Philip Blvd Ste 200, Lawrenceville, GA 30046

Oakwood CBOC 4175 Tanners Creek Dr, Flowery Branch, GA 30542

Rome CBOC 30 Chateau Dr SE, Rome, GA 30161

Blairsville CBOC 1294 Hwy 515 E, Blairsville, GA 30512

2.19.2. The Contracting Officer and COR shall be provided in writing (either electronically or by hard copy) after award a listing of key personnel assigned and the Contractor shall provide certifications and curricula vitae, resumes, licenses, certifications, and/or other pertinent information on the qualifications of the Dispensing Opticians.

2.19.3. (Place Holder)

2.19.4. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations, etc. All vacations by the contract opticians must be covered by the contract vendor with an equally qualified, licensed, and trained optician for the entire vacation period. For instances of sick leave by the contract optician, the contractor will make a documented attempt to provide coverage. If the sick leave is greater than two continuous days, the contract vendor must provide an equally qualified and trained optician for the remaining sick leave period. All substitute opticians provided by the contractor for coverage purposes must successfully complete a VA background investigation, all mandatory training, and obtain computer access and PIV badge before beginning performance. The contractor will ensure that back- up optician staff have completed the VA background investigation, all mandatory training, and have VA computer access and PIV badge well in advance of the dates they need to provide coverage so there is no delay providing back-up services. Contractor opticians must be credentialed at each facility they intend to provide coverage at, including any backup coverage.

2.19.5. PERSONNEL SUBSTITUTIONS: During the first ninety (90) calendar days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the CO and COR in writing immediately (within one business day) upon termination or departure of an employee in order to allow for timely termination of computer access. The Contractor is responsible for ensuring all PIV badges are turned in to either the VA COR or PIV Office, as directed by CO/COR, when an employee is removed from the contract, and at the conclusion of the contract.

2.19.5.1. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.19.5.2. For temporary substitutions where the key person shall not be reporting to work for two (2) consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.19.5.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. 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 or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor’s optician(s), s/he may request, without cause, immediate replacement of said Contractor’s optician(s).

The CO and COR shall deal with issues raised concerning the Contractor’s optician(s) conduct. The final arbiter on questions of acceptability is the CO.

2.19.5.4. Contingency Plan: Because continuity of care is an essential part of VAMC’s medical services, the Contractor shall have a contingency plan in place to be utilized if the Contractor’s opticians leave Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3. HOURS OF OPERATION: The following outlines the required hours of operation for Contractor optician staff:

3.1. NORMAL BUSINESS HOURS: The Contractor will provide optician services during the hours the eye clinic providers are actively seeing patients. Minimum hours for the Contractor to provide fitting, repair, and measuring services are Monday through Friday from 8:00 am until 4:30 pm, with the exception of authorized Federal Holidays. If clinic length routinely extends beyond these hours, extended coverage can be arranged between the Eye Clinic Chief, Prosthetics Chief, and Contractor. With 30 days’ notice by the VA Eye Clinic Chief to the Contractor, arrangements for coverage of special clinics, such as Saturday eye exam appointments, should be provided by the contractor.

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

3.2.1.New Year’s Day 3.2.2.Washington’s Birthday 3.2.3.Martin Luther King’s Birthday 3.2.4.Memorial Day 3.2.5.Juneteenth 3.2.6.Independence Day 3.2.7.Labor Day 3.2.8.Columbus Day 3.2.9.Veterans Day

3.2.10. Thanksgiving

3.2.11. Christmas

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

4. CONTRACTOR RESPONSIBILITIES:

4.1. PRESCRIPTION EYEGLASSES:

4.1.1. LENSES: Contractor shall not use premium progressive lenses or premium photochromatic lenses, described below in Section 4.1.1.5 (Premium Progressive Lenses) and 4.1.1.6 (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.

4.1.1.1. 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.

4.1.1.2. 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.

4.1.1.3. 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.

4.1.1.4. 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.

4.1.1.5. 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.

4.1.1.6. 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. Contractor shall have the ability to provide patients desiring this upgrade option, at patients own expense to include the generic version, which is described in this subsection.

4.1.2. 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.

4.1.2.1. REQUIREMENTS FOR METAL FRAMES:

4.1.2.1.1. The solder points are neatly and solidly done at the bridge, nose pads, and temple areas.

All edges are smooth and hazard free.

4.1.2.1.2. The finish is solid and free from blemish. If burnished, the finish maintains its shine.

The finish won’t tarnish or discolor over time.

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

4.1.2.1.4. 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.

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

4.1.2.1.6. 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

4.1.2.2. REQUIREMENTS FOR PLASTIC FRAMES:

4.1.2.2.1. 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.

4.1.2.2.2. 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.

4.1.2.3. REQUIREMENTS FOR SAFETY FRAMES:

4.1.2.3.1. Lenses must be in a frame marked "Z87-2+" to qualify as safety glasses that are

Neely, Natica C. (OGC) Veteran-paid upgrade. Should be highlighted in green.

compliant with the ANSI Z87.1-2010 standard.

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

4.1.2.3.3. 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.

4.1.2.4. 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.

4.1.3. 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.

4.1.4. 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:

4.1.4.1. 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.

4.1.4.2. 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.

4.1.4.3. 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.

4.1.4.4. 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.

4.1.4.5. 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.

4.1.4.6. 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. 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.

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.

4.1.5. 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, depending on veteran’s selection. 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.

4.1.6. 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.

4.1.7.DELIVERY:

4.1.7.1. 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 seven (7) 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.

All orders with Veteran-paid upgrades will be given an additional one (1) business day to accommodate the Veteran purchase period detailed in SOW paragraph 4.1.8.

4.1.7.2. 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.

4.1.7.3. 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.

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

4.1.8. VETERAN-PAID UPGRADES: The Contractor shall offer Veteran beneficiaries the option to privately pay to upgrade their lenses to include items such as high index materials, premium progressive lens styles, anti-reflective coating, and photochromatic lenses. Veterans who are visiting locations staffed by contractor-employed opticians will have the option of purchasing upgrades in person. In all-optical locations staffed by VA-employed and Contractor opticians, veterans will be given one (1) business day from the date their order is sent to the Contractor to call and upgrade their lenses, meaning orders must be held for this timeframe. Payment must occur between the Veteran and the Contractor directly over the phone – the VA cannot accept the payment – and the Contractor must provide a receipt to the Veteran for his/her payment. The Contractor shall be responsible for seamlessly matching Veteran requests for upgrades to the VA-placed orders so that the Veteran receives the complete eyeglasses, including upgrades paid for. The Veteran will contact the Contractor or their employees directly for any issues he has with the upgrades purchased. It is the sole responsibility of the Contractor to resolve any issues with Veteran purchased upgrades directly with the Veteran. These issues will not be addressed by the VA employee non-contracted opticians.

4.1.8.1. The Contractor shall supply informational flyers to each VA Optical Shop with instructions about how to upgrade lenses for distribution to interested Veterans. The Contractor must have a toll-free phone number available for Veterans to call with questions and receive timely responses.

Neely, Natica C. (OGC) Chaz: Don’t you have a recommended revision here?

Bowling, Chaz D.

Change to must be shipped within 7 business days rather than delivered. We cannot hold a contractor accountable for issues of the shipping service. We have run into issues were there have been delays of the courier service and we try to hold the contractor accountable.

Horvat, Darcy S. (VHACLE) (she/her/hers) Are we allowing upgrades or not? Need PSAS decision.

Informational flyers will be supplied to each VA Optical Shop throughout the contract's life at no expense to the Government and must remain available at all times. The Contractor shall also supply two (2) posters (24” x 36” or similar size) appropriately framed for immediate wall hanging and two

(2) desktop displays for each VA Optical Shop with the same information from the informational flyer.