S02-36C25226Q0267 RFQ.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

36C25226Q0267 03-02-2026

McQuade, William william.mcquade@va.gov 03-23-2026

15:00 CDT

36C252 Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

456130

$29.5 Million

N/A

X

36C578

Department of Veterans Affairs Hines VA Medical Center

5000 5th Ave Hines IL 60141

36C252

Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971

877-353-9791 512-460-5540

See CONTINUATION Page

RFQ for Optical Dispensing Services at the Hines VA Medical Center in Hines, IL and the Joliet Community Based Outpatient Clinic in Joliet, IL in accordance with the Performance Work Statement (PWS).

This requirement is for a 5-year Ordering Period IDIQ with five one-year Priced Periods.

Task orders shall be issued for each Priced Period.

Five-year Ordering Period shall be from 04/01/2026 through 3/31/2031. The Applicable DOL Wage Determinations apply to any award made from this solicitation.

This requirement is being procured as a 100% Small Business (SB) set-aside.

Review section 'E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS' for submission requirements.

Provision 52.225-2 is required to be completed if applicable and submitted with quote.

See CONTINUATION Page

X X

X one

Sands, Scott Contracting Officer

36C25226Q0267

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

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

AMENDMENT NO DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

PHONE NUMBER ______________________________________

FAX NUMBER ______________________________________

E-MAIL ADDRESS ______________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT:

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 12 - Simplified Procedures for Commercial Items. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award an Indefinite Quantity Contract with firm-fixed unit pricing and estimated unit quantities. The contractor shall provide a unit price that is not subject to any adjustment based on the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449 – 100% SB set-aside

4. SOLICITATION TIMELINE SUMMARY:

A. SITE VISIT:

It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR TUESDAY MARCH 10, 2026, AT 11:00 AM LOCAL TIME. ALL

INTERESTED PARTIES TO MEET COR NICHOLAS DAKOF (708-202-2036) AT THE HINES

VAMC – ROOM 1051.

B. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contract Specialist william.mcquade@va.gov no later than THURSDAY MARCH 12, 2026, AT 3:00 PM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties.

C. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

D. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR

AWARD MANAGEMENT (OCT 2018).

b. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e- Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

g. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs

Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e- Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

j. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible to follow all on site facility policies

b. All VA property is considered Federal property and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all

Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

mailto:VA.Registration@Tungsten-Network.com https://portal.tungsten-network.com/Login.aspx http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ https://www.cep.fsc.va.gov/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility.

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP).

AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

Contractor, contractor employees, and subcontractors shall be subject to security requirements in accordance with VA Handbook 0735 and VHA Directive 0735 and in coordination with the facility point of contact.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Hines VA Medical Center/CBOC records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Hines VA Medical Center/CBOC contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Hines VA Medical Center, its affiliated CBOC, and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Hines VA Medical Center/CBOC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Hines VA Medical Center/CBOC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Hines VA Medical Center/CBOC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Hines VA Medical Center/CBOC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Hines VA Medical Center/CBOC policy.

8. The Contractor shall not create or maintain any records containing any non-public Hines VA Medical Center/CBOC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Hines VA Medical Center/CBOC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which Hines VA Medical Center/CBOC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

B.2 PRICE/COST SCHEDULE

The minimum guarantee for this IDIQ is $10,000.00 and the ceiling is $3,000,000.00 for the entire duration of the contract. The minimum guarantee will be met in the first priced period. The Government will only pay for actual services rendered.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

ANNUAL

QUANTITY UNIT UNIT PRICE

ESTIMATED

TOTAL AMOUNT

6,800.00 EA __________________ __________________

On-site Optical Dispensing Services for the Hines VA Medical Center IAW the PWS.

Contract Period: Priced Period 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers PRODUCT/SERVICE CODE: Q511 - Medical - Ophthalmology and Optometry

2,300.00 EA __________________ __________________

On-site Optical Dispensing Services for the Joliet CBOC IAW the PWS.

Contract Period: Priced Period 1 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Priced Period 1 Estimated Total:

the PWS.

Contract Period: Priced Period 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Contract Period: Priced Period 2 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Priced Period 2 Estimated Total:

the PWS.

Contract Period: Priced Period 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

PRODUCT/SERVICE CODE: Q511 - Medical - Ophthalmology and

Contract Period: Priced Period 3 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Priced Period 3 Estimated Total:

the PWS.

Contract Period: Priced Period 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Contract Period: Priced Period 4 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Priced Period 4 Estimated Total:

the PWS.

Contract Period: Priced Period 5 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Contract Period: Priced Period 5 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 456130 - Optical Goods Retailers

Priced Period 5 Estimated Total:

ESTIMATED

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT (PWS)

Performance Work Statement (PWS)

Optical Dispensing Services – Hines VA Medical Center & Joliet CBOC

1. General Requirements/Services to be Provided: The contractor shall provide prescription eyeglasses and associated optician service in accordance with the standards set forth below for veteran beneficiaries of the Department of Veterans Affairs (VA) Medical Centers and Hospitals and their affiliated community based out-patient clinics. The VA Medical Centers includes the following locations:

a. Edward Hines VA Hospital 5000 S. 5th Street Bldg. 228, Room 1051 Hines, IL 60141-1457

b. Joliet Community Based Outpatient Clinic 1201 Eagle Street Joliet, IL 60432

2. Background: The Department of Veterans Affairs (VA) has a requirement to furnish eyeglasses to those eligible veterans that require eyeglasses and are eligible for assistance at the Edward Hines VA Hospital, 5000 South 5th Street, Hines, IL 60141-1457 (Currently room 1051– adjacent to the Patient Advocate office) and our Joliet, IL CBOC (1201 Eagle Street, Joliet, IL, 60432). The contractor will operate as the dispensing optician. The fabrication of the eyeglasses will be performed by a VA-owned laboratory in Indianapolis, IN.

3. Scope: The contractor shall provide all labor, travel, materials, and the necessary equipment to provide optical dispensing services for the Edward Hines VA Hospital in Hines, IL and Joliet CBOC, (1201 Eagle Street, Joliet, IL, 60432).

4. Specific Tasks and Deliverables:

a. The contractor shall operate as the on-site dispensing optician. Dispensing services will be provided at the Edward Hines VA Hospital, 5000 South 5th Street, Hines, IL 60141- 1457 (Currently room 1051 – Building 228) and Joliet, IL CBOC

i. Dispensing services will include the fitting, adjusting, and minor repair of eyeglasses, including the ability to provide onsite tinting and UV/scratch coating of lenses. Contractor shall also provide their own dispensing equipment / instrumentation not limited to pupillometry lensometry and adjusting tools at both locations. Minor repairs do not include the replacement of the entire frame, the earpieces, or silicone nose pads. Minor repairs are repairs that do not require replacement of major components such as fronts, temples, soldering of guard arms that hold nose pads. When these components are in need of replacement, a new pair of eyeglasses will be approved by the VA Prosthetics Service. The minor repairs however allow the Veteran continued use of their eyeglasses much faster than if total replacement would be necessary.

b. Contractor shall enter into a retail concession agreement with the Veteran’s Canteen Service (VCS) to offer commercial optical services for veterans, at a significant discount below national optical chain store prices.

i. The contractor is prohibited from recommending upgrades or services to Veterans but may acknowledge their availability.

ii. Additionally, the contractor’s concessionaire agreement with the Veteran’s Canteen Service shall handle upgrades for eligible Veterans, ineligible Veterans, Veterans’ families, and VA employees and families at their own expense. For the eligible Veterans who are seeking upgrades (special frames, tinting, etc.) not normally provided by VA prescription, the concessionaire agreement would provide a venue for the Veteran to obtain and pay for these upgrades at a better price than at a retail eyeglass company.

iii. In addition, the contractor shall provide:

1. Dispensing equipment / instrumentation not limited to pupilometry lensometry and adjusting tools at both locations.

2. Dispensing furniture / frame boards that are in good physical condition at both locations.

c. Substitutions

i. If contract frames are not available and substitutions are requested, the contractor shall notify the Network, COR, and the Prosthetic Services at the respective medical center notifying them of the requested substitute. All substituted frames shall be of equal or greater quality at no additional cost. Substitutions shall not be made without prior notification to the COR and facility.

d. Eyeglass Cases

i. One eyeglass case shall be provided at no additional cost to the Government with each pair of eyeglasses furnished. Eyeglass cases shall be the sliding style or snap style – at the discretion of the beneficiary.

5. Prescribing Errors:

a. The contractor shall make corrections on prescribing errors at no cost to the Government within 90 days of the initial order.

6. Error/Defect Limitation:

a. No more than a two percent error/defect tolerance outside of normal American National

Standards Institute (ANSI) Standards. Exceeding the two percent tolerance for orders placed by one given facility will be grounds for possible termination. This requirement will be strictly monitored.

7. Orders:

a. Orders with the contractor shall be placed via electronic prosthetics consult. The

Contractor shall have the capability to receive orders via facsimile and/or electronic encrypted transmission.

b. VA shall fax or submit electronic encrypted transmission eyeglasses prescriptions directly to the contractor’s facility. Eyeglasses may be i) mailed directly to the veteran’s home address or ii) mailed to the appropriate VA facility or clinic. In instances where the VA requires delivery of eyeglasses to the veteran’s home address, the contractor shall deliver items via Certified Mail with no signature required. All eyeglasses must be in standard alignment when mailed to either the patient or the VA facility.

c. Batching

i. Orders will be submitted to the contractor as soon as possible after they are made available to VA purchasing staff. It is acknowledged that batching may occur by either the Government or the contractor, but both parties shall make a good faith effort to avoid batching whenever possible.

8. Performance and Delivery:

a. Point of Delivery: Eyeglasses shall either: (i) be mailed directly to the veteran’s home address or (ii) mailed to the appropriate VAMC or Outpatient clinic. Point of delivery will be specified on the electronic prosthetics consult along with any other specific delivery instructions.

b. Direct mail from the contractor to the veteran shall be available upon request of the ordering facility at no additional charge. The contractor shall mail (via Certified Mail, no signature required) eyeglasses in sufficient time to meet the seven-business day delivery requirement. The contractor shall submit written notification to the ordering facility, noting to whom the eyeglass was addressed, delivery order number and date of mailing.

c. All eyeglasses shall be in standard alignment when mailed to either the patient or VA facility.

d. Turn around Times: Under normal circumstances, the contractor is required to deliver items under this Contract as follows:

i. Within seven business days after receipt of order if mailed directly to the veteran’s home address.

ii. Within seven business days after receipt of order if delivered to the VAMC Prosthetic Service or Outpatient Clinic.

e. The contractor shall immediately notify the COR in the event required delivery schedules cannot be met. Failure by the contractor to provide a written notification within 48 hours as specified above constitutes receipt of an order.

f. Expedited Delivery: In the event the VA desires expedited delivery, the ordering activity shall telephonically contact the contractor and express the urgency of the requirement.

The number of maximum expedited deliveries will be agreed upon between both the contractor and COR. The contractor shall respond within 24 hours and deliver the requested item within 96 hours.

9. Product Recall:

a. The contractor shall immediately notify the contracting officer, the COR, all affected VA facilities, and contracting activities in the event of a product recall, removal, required adjustment, or required modification that is suggested or mandated by the contractor, distributor, manufacturer, or any other regulatory or official agency. The information that shall be included in this notification includes:

i. A complete item description and identification

ii. Administrative identification data including contract number, order numbers and order date

iii. Reasons for recall, removal, adjustment or modification; and

iv. Instructions for appropriate corrective action.

10. Warranty:

a. During the 90-day period after acceptance, all necessary adjustments (i.e., material defects, distortion, etc.) shall be made by the contractor. The contractor warrants/guarantees the eyeglasses against defective workmanship for a minimum of one year from the date of acceptance. 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.

Should the prescription be incorrectly filled, the contractor agrees to make corrections at no additional cost to the Government. These conditions do not apply to adjustments incidental to the wearing of eyeglasses, adjustments required by physical change of the wearer, or where there is evidence of deliberate misuse of alteration by anyone other than the contractor. If eyeglasses are returned to the contractor for correction for a problem due to their error, the corrected glasses shall be returned to the VA facility within three days of receipt of the defective glasses.

11. Hours of Operation:

a. Normal hours of coverage for the facilities are listed below, excluding holidays. Hours of operation for Edward Hines Jr. VA Hospital and Joliet CBOC: Monday through Friday:

9:00am – 4:30pm

b. Holidays include:

Juneteenth Day New Years’ Day

Labor Day Martin Luther King Day

Columbus Day Presidents’ Day Veterans’ Day Memorial Day

Thanksgiving Day Independence Day

Christmas Day

And any other day specifically designated as a national holiday by the President of the United States. The VA Canteen is closed on Holidays.

12. Places of Performance:

a. Edward Hines VA Hospital

5000 S. 5th Street Bldg. 228, Room 1051 Hines, IL 60141-1457

b. Joliet CBOC 1201 Eagle Street Joliet, IL 60432

13. Period of Performance: 5-Year Ordering Period with five 1-year Priced Periods.

Priced Period 1: April 1, 2026, through March 31, 2027 Priced Period 2: April 1, 2027, through March 31, 2028 Priced Period 3: April 1, 2028, through March 31, 2029 Priced Period 4: April 1, 2029, through March 31, 2030

Priced Period 5: April 1, 2030, through March 31, 2031

14. Reporting: The contractor shall submit a monthly report to the Edward Hines VA Hospital Chief of Ophthalmology and COR, with the following information:

a. Patients’ complete name, last 4 digits for their social security number, date of exam at VA eye clinic, date eyewear arrived at dispensing clinic, date eyewear dispensed by the contractor to the Veteran, and the total number of eyeglasses dispenses for the month.

The items required on this report can be changed at the Government’s discretion. This information will be recorded by the contractor and kept on the Edward Hines VA Hospital secure server under a shared folder titled “Eye Image” to which the VA Eye Clinic staff and COR will have access.

b. Eyeglasses that are sent by the VA laboratory in Indianapolis to the on-site dispensing optician shall be inspected by the contractor for quality and accuracy. This will include all prescriptions fabricated either at the VA lab or (if patient pay) private lab(s). The on-site dispensing optician shall report deviations from American National Standards Institute (ANSI) International Organization for Standardization 8980-1:2004 Ophthalmic optics – Uncut finished spectacle lenses – Part 1 and standard of two-week delivery to the Chief of Optometry. The report shall separate VA vs. private lab errors. The percentage of prescriptions that require remakes will be reported and sorted by VA lab vs. private lab

vs. doctor errors.

c. The Contractor shall track delivery times for those eyeglasses sent to the on-site contracted dispensing optician for delivery. Those sent directly to the patients will be monitored by the VA lab or prosthetics service. The percentage that deviates from industry standard(s) will be reported by the on-site contracted dispensing optician to the Chief of Optometry and to the COR.

d. The Contractor shall be responsible for verifying prescription accuracy and tracking delivery times from the VA lab and privately contracted fabricating labs consistent with the standards listed above. Deviations will be reported to the Chief of Ophthalmology and the COR.

15. Special Contract Requirements:

a. Qualifications - Personnel assigned by the Contractor to perform the services covered by this contract shall:

i. Be proficient in spoken and written English language (38 USC 7402).

ii. Must be computer literate as patient documentation is directly inputted in the patient’s electronic medical record.

iii. All contract opticians will have access to patient healthcare information (PHI) and to the VA information System (VistA) and shall be required to submit information for a Background Investigation and security clearance. The contract optician will be required to attend VA new employee orientation and complete all mandatory VA training in VHA safety and security principles, and any other applicable directives, on an annual basis.

iv. At least one board-certified optician shall be present on-site at either facility at all times when the shops are open.

v. The contract optician shall have access to and document all activities where applicable to job duties into the Computerized Patient Record System (CPRS).

vi. Adhere to the educational requirements of the VA through TMS or equivalent online programs.

16. Personnel Policy:

a. Personnel providing services under this contract shall be employees of the contractor and not the VA. The contractor, and not the VA, shall be responsible for any appropriate insurance, tax responsibilities, and professional liability insurance.

17. Record Keeping:

a. The VA shall establish and maintain a record keeping system that will record the hours worked by the contractor's employee(s). Contractor's employee(s) shall report to the Surgical Service upon arrival at and departure from the VA. Monitoring of contractor’s employee’s time shall be demonstrated through sign-in/sign-out sheets. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

b. The payments for any leave, including sick leave, holiday, or vacation time, are the responsibility of the contractor.

18. Designation of Contract Representative:

a. The VA will designate a Contracting Officers Representative (COR) and a copy of the

COR appointment memo, which outlines responsibilities shall be furnished upon contract award.

19. Key Personnel and Temporary Emergency Substitutions: The Contractor shall assign to this contract the following key personnel: Optician

a. During the first ninety (90) 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 Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

b. 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 Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receiving all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

c. For temporary substitutions where the key person will not be reporting to work for three

(3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person.

Any period exceeding two weeks will require the procedure stated in paragraph (b) above.

20. Contract Performance Monitoring:

a. VA Surgical Service - Administrative Officer & the Contracting Officer Representative

(COR) shall be the VA officials responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

b. Documentation of services performed will be reviewed prior to certifying payment. The COR will perform periodic spot checks to ensure contract is being monitored. The VA will pay only for procedures actually performed at the VA, and in strict accordance with the schedule of prices/costs. Contract monitoring and record keeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided.

c. The using service, through the COR, will provide a written statement annually to the Contracting Officer to include a summary of Contractor actions and a statement that all requirements of the contract have been fulfilled as agreed. This summary evaluation will be submitted 60 days prior to expiration of the contract.

d. A Contractor’s employee may not certify bills for payment.

e. VA may survey patients seen to determine patient satisfaction.

21. Quality Assurance Monitor: The results of all Quality Improvement activities performed by the

Contractor involving VA patients will be shared with quality Management Service at the VA.

This will include, but not be limited to, quality improvement plans, minutes of staff meetings where quality improvement has been discussed and which include practitioner- specific findings, conclusions, recommendations, written plans for actions taken in response to such conclusions and recommendations, and evaluation of those actions taken. It will also include the annual evaluation required by the Joint Commission. The monitors should reflect, at a minimum, issues related to quality of care and appropriateness of referral.

22. Health and Human Services/Office of Inspector General (HHS/OIG): To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the HHS/OIG, List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

23. Contractor Personnel Security Requirements: Refer to VA Policy and Directives 0735. The contractor shall bear the expense of all security background checks. Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause.

24. Special Security Requirements: Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs.

a. Privacy Training: Contractor and their sub-contractors assigned work under the contract are required to receive annual training on patient privacy as established by HIPAA statues. Training must meet VHA’s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training.

Proof of training is to be forwarded to the COR. Training can be obtained through http://www.tms.va.gov/SecureAuth35/. An account must be set up in order to access the training site by visiting the contacting the local VA Talent Management System (TMS) Administrator, contacting the Enterprise Service Desk by phone at 1-866-673-4357.

b. For contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS standards.

c. Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign a Rules of Behavior statement which outlines rules of behavior related to VA Automated Information Systems. The COR will provide, through the facility ISO, the Rules of Behavior to the Contractor for the respective facility.

d. VA Cyber Security Awareness Training: Each contractor assigned work under the contract is required to receive and document completion of VA training on Cyber Security. Training can be obtained through http://www.tms.va.gov/SecureAuth35/. An account must be set up in order to access the training site by contacting the local VA Talent Management System (TMS) Administrator, contacting the Enterprise Service Desk by phone at 1-855-673-4357. Contractor shall provide documented proof to the COR that all contractor employees servicing a VA contract have received annual training.

25. Confidentiality of Patient Records:

a. The Contractor, as a VA provider, will 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 provider 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.

b. The records referred to above shall be and remain the property of 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, and 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.

26. The Joint Commission (TJC) STANDARDS:

a. Although Joint Commission accreditation is not required, the contractor shall perform the required work in compliance with Joint Commission Standards. A copy of these standards may be obtained from Joint Commission, One Renaissance Blvd., Oakbrook Terrace, IL 60181.

b. The Contractor will be responsible to ensure the contractor employees or subcontractors providing work on this contract are fully trained and completely competent to perform the required work. The contractor is required to develop and maintain the following documents for each contractor or subcontractor employee working on the contract:

credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations, as appropriate); a current performance evaluation supporting ability of the contractor employee to successfully perform the work required in this solicitation and the listing of relevant continuing education for the last two years. The contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the VA COR, or upon request, for each contractor or subcontractor employee working on the contract.

27. Health Insurance Portability and Accountability Act (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). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. Optical Dispensing Services qualifies as a medical service – therefore, no BAA is required.

28. PERFORMANCE STANDARDS: The Contractor shall maintain performance standards in accordance with the Minimum Performance Standards table below:

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1.

Complaints Handling

All complaints shall be documented by the vendor and reported to the COR within 72 hours. All complaints shall list the name, phone number, email address, and nature of complaint of the complainant. That info shall

Customer complaints shall not exceed 25 per year.

Validated Customer Complaint received by COR.

then be forwarded to the

COR.

PRS # 2.

Provide all required reports or certifications IAW this PWS, in a timely manner and in-line with expectations stated in the PWS.

All reports are submitted to COR or designated key personnel in a timely manner and IAW the PWS or timeframe established by the COR.

Untimely submissions shall not exceed 3 per year.

Validated Customer Complaint received by COR.

PRS #3.

Provide timely responses to all COR correspondence.

Responses shall be provided within 24 hours.

All vendor responses shall be submitted within 24 hours or contact with COR within that time frame.

Untimely submissions shall not exceed 3 per year.

Validated Customer Complaint received by COR.

SECTION C - CONTRACT CLAUSES

FAR

Number

Title Date

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEVIATION

OCT 2025)

NOV 2023

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEVIATION OCT 2025)

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text.