Solicitation 36C25022Q0416.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

36C25022Q0416 03-06-2023

DAVINA PERRY 216-447-8300 03-17-2023

15:00 EDT

Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300

Independence OH 44131

X

456130

$26 Million

N/A

X

Department of Veterans Affair

6150 Oaktree Blvd., 3rd Floor

6150 Oak Tree Blvd., Suite 300

36C250

Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971

See CONTINUATION Page

Contractor shall provide optical dispensing services for Veterans Integrated Service Network (VISN) 10 Ohio Prosthetics Program Office in accordance with the Performance Work Statement (PWS).

Complete the Price Schedule in Section B.2, pg. 6

Review the PWS in Section B.3, pg. 7

Review Provision 52.212-1, Instructions to Offerors, pg. 52

Address Provision 52.212-2, Evaluation on page 60

See CONTINUATION Page

X X

DAVINA PERRY

CONTRACTING OFFICER

36C25022Q0416

Table of Contents

SECTION A

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

COMMERCIAL SERVICES

SECTION B ‐ CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

SYSTEM (CPARS)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 Performance Work Statement

B.5 IT CONTRACT SECURITY

SECTION C ‐ CONTRACT CLAUSES

C.1 52.212‐4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2022)

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

C.3 52.216‐18 ORDERING (AUG 2020)

C.4 52.216‐19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216‐22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217‐8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217‐9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.224‐1 PRIVACY ACT NOTIFICATION (APR 1984)

C.9 52.224‐2 PRIVACY ACT (APR 1984)

C.10 52.237‐3 CONTINUITY OF SERVICES (JAN 1991)

C.11 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.12 VAAR 852.212‐70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF

COMMERCIAL ITEMS (APR 2020)

C.13 VAAR 852.219‐71 VA MENTOR‐PROTÉGÉ PROGRAM (DEC 2009)

C.14 VAAR 852.219‐74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE

(JUL 2018)

C.15 VAAR 852.219‐75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE

(JUL 2018)

C.16 VAAR 852.219‐76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE (JUL 2018)

C.17 VAAR 852.237‐75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.242‐71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.19 52.212‐5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION D ‐ CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ‐ Quality Assurance Surveillance Plan

D.2 ‐ D.17 (Attachments) – Applicable Wage Determinations

D.18 (Attachment) – Rules of Behavior

SECTION E ‐ SOLICITATION PROVISIONS

E.1 52.212‐1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.2 52.204‐24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209‐7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216‐1 TYPE OF CONTRACT (APR 1984)

E.5 52.233‐2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.219‐72 EVALUATION FACTOR FOR PARTICIPATION IN THE VA MENTOR‐PROTÉGÉ

PROGRAM (DEC 2009)

E.7 52.252‐1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.8 52.212‐2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

E.9 52.212‐3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

SECTION B ‐ CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: _____________________________

SAM EUI#_____________________

b. GOVERNMENT: Contracting Officer 36C250 Davina Perry Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.232‐33, Payment by Electronic Funds Transfer – System for Award Management

3. INVOICES: Orders will be placed using a Government Purchase Card and payment is rendered via the Government Purchase Card at the time of order placement.

4. CHANGES/MODIFICATIONS TO THE CONTRACT: The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this resultant contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, delivery or quality of performance of this resultant 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 unauthorized by the local VAMC and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

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

AMENDMENT NO DATE

6. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all fax cover sheets; if it is determined the ordering process will include a fax: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

7. POST‐AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by Procurement Policy Memorandum (PPM) 2019‐ 01.

https://www.va.gov/oal/docs/business/pps/ppm201901.pdf

8. System for Award Management: Federal Acquisition Regulation requires contractor registration in the System for Award Management (SAM) database prior to the award of a contract. Offerors and Contractors may obtain information on registration and annual confirmation requirements via the internet at https://www.sam.gov/portal/public/SAM/.

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM

(CPARS)

(a) As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web‐enabled application accessed via CPARS for contractor responsibility determination information.

(b) Each contractor whose contract award is estimated to exceed $250,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684‐1690 or COMM: 207‐438‐1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the contractor’s registered representative.

(c) For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re‐assign the report to the VA contracting officer.

(d) Failure to have a current registration in the CPARS database, or to re‐assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.”

B.3 PRICE/COST SCHEDULE

The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The total minimum amount, or guaranteed minimum of this contract is $10,000.00. The minimum guaranteed amount shall be expended in the initial fiscal year in which this contract is awarded. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $6,500,000.00. Individual task orders shall be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor.

Offerors shall offer pricing for the entire estimated quantity for each CLIN.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

66,054.00 EA __________________ __________________

VISN 10 Ohio Optical Dispensing Services

Contract Period: Base POP Begin: 03‐27‐2023 POP End: 03‐26‐2024 PRINCIPAL NAICS CODE: 456130 ‐ Optical Goods Retailers PRODUCT/SERVICE CODE: Q512 ‐ Medical ‐ Optometry

67,375.00 EA __________________ __________________

VISN 10 Ohio Optical Dispensing Services

Contract Period: Option 1 POP Begin: 03‐27‐2024 POP End: 03‐26‐2025 PRINCIPAL NAICS CODE: 456130 ‐ Optical Goods Retailers PRODUCT/SERVICE CODE: Q512 ‐ Medical ‐ Optometry

GRAND TOTAL __________________

B.4 Performance Work Statement

Veterans Integrated Service Network 10

Ohio Optical Dispensing Services

PART 1

GENERAL INFORMATION

1.0 General:

This is a nonpersonal services contract to provide optical dispensing services for the VA Medical Centers (VAMCs), Community Based Outpatient Clinics (CBOCs), and other clinics located through the state of Ohio and its surrounding states. The Government shall not exercise any supervision or control over the personnel performing the services described herein. Such personnel shall be accountable solely to the contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction:

The contractor shall provide all personnel, equipment, supplies, off‐site facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to fitting, ordering, adjusting, conducting minor repairs, and education for dispensing eyeglasses to Veterans in the Ohio VA service area, as defined in this Performance Work Statement (PWS), except for those items specified as Government‐furnished property and services. The Government will provide spaces for performance, and others will be furnished by the contractor (within 10 miles and no greater than a 20‐minute drive from the servicing VA facility address).

1.2 Background:

The Veterans Integrated Service Network (VISN) 10 Prosthetics Program fabricates eyeglasses for the VISN 10 VAMCs and their supporting CBOCs and clinics. While the eyeglasses are manufactured at the VISN 10/12 Optical Lab, VISN 10 requires on‐site dispensing services or, where there is a lack of clinic space, requires off‐site dispensing services. These dispensaries will serve various functions. The contractor shall provide all labor, equipment, materials, supplies, and supervision necessary for eyeglass dispensary services, to include functions such as fitting, ordering, adjusting, dispensing, repairing (minor), and education of Veterans.

1.3 Scope Summary:

The Government intends to enter into firm‐fixed price (FFP) single award Indefinite Delivery Indefinite Quantity (IDIQ) contract that clearly outline the contractor’s obligations regarding ordering and dispensing eyewear to Veterans within the framework of established VA guidelines and practices.

The awarded contract will contain one (1) base period and one (1) option period, as detailed in section 1.4 below.

The sites covered by this requirement shall include VAMCs, CBOCs, and clinics, which are listed in section 1.5.5 below.

1.4 Periods of Performance:

1.4.1 Base Year: 3/27/2023 through 3/26/2024

1.4.2 Option Year One: 3/27/2024 through 3/26/2025

1.5 General Information:

1.5.1 Quality Control:

The contractor shall develop and maintain an effective Performance Monitoring Plan to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non‐recurrence of defective services.

1.5.2 Quality Assurance:

The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

1.5.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day Independence Day

**and any other day declared by the President of the United States as a Federal Holiday**

1.5.4 Hours of Operation:

The schedule of days and hours of operation shall be mutually agreed upon between contractor and Government.

Section 4.0.3 of this PWS establishes the minimum number of days of operation per week at each location. The contractor shall provide these services on week days. On the days the contractor provides optician services, said services shall be available during the same hours the site (i.e., VAMC, CBOC, or clinic) is in operation or open for appointments.

For those sites where optician services are provided five days per week, Monday through Friday, if the Contracting Officer’s Representative (COR) determines the volume of optical orders warrants additional coverage, the contractor shall be responsible for providing optician services on Saturdays as well. For locations that are open fewer than five days per week, the contractor shall establish consistent days and hours of operation. Additionally, during the week days in which an optician is not on‐site, the contractor shall make an alternative ordering location available to Veterans. The contractor is not responsible for conducting business on the recognized holidays listed in section 1.5.3, or when the Government facility is closed due to local or national emergencies, administrative closures, or similar Government‐ directed facility closures or moves. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the reasons discussed in this section. An adequate workforce includes operating hours as well as staffing levels to support workload demand. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance.

1.5.5 Place of Performance:

The work to be performed under this contract will be performed at/nearby*:

Chillicothe VAMC 17273 State Route 104, Chillicothe, OH 45601

Athens CBOC 510 West Union Street, Athens, OH 45701

Cambridge CBOC 2146 Southgate Pkwy., Cambridge, OH 43725

Lancaster CBOC 1550 Sheridan Drive, Suite 100, Lancaster, OH 43130

Portsmouth CBOC 840 Gallia Street, Portsmouth, OH 45662

Marietta CBOC 418 Colgate Drive, Marietta, OH 45750

Wilmington Outreach Clinic 448 West Main Street, Wilmington, OH 45177

Cincinnati VAMC 2929 Highland Avenue, Cincinnati, OH 45220

Bellevue CBOC 103 Landmark Drive, Suite 300, Bellevue, KY 41073

Florence CBOC 7310 Turfway Road, Suite 540, Florence, KY 41042

Hamilton CBOC 1755‐C South Eire Highway, Hamilton, OH 45011

Lawrenceburg CBOC 1600 Flossie Drive, Greendale, IN 47025

Clermont County CBOC 4600 Beechwood Road, Cincinnati, OH 45244

Georgetown CBOC 474 Home Street, Georgetown, OH 45121

Louis Stokes Cleveland VAMC 10701 E. Boulevard, Cleveland, OH 44106

Akron CBOC 55 W. Waterloo, Akron, OH 44319

Canton CBOC 733 Market Avenue South, Canton, OH 44702

New Philadelphia CBOC 1260 Monroe Avenue ‐ Suite 1A, New Philadelphia, OH 44663

Lake County VA CBOC 35000 Kaiser Court, Willoughby, OH 44094

East Liverpool/Calcutta CBOC 15655 State Route 170 ‐ Suite A, Calcutta, OH 43920

Lorain CBOC 5275 North Abbe Road, Elyria, OH 44035

Sandusky CBOC 1912 Hayes Avenue, Sandusky, OH 44870

Mansfield CBOC 1025 South Trimble Road, Mansfield, OH 44906

Youngstown CBOC 1815 Belmont Avenue, Youngstown, OH 44505

Parma CBOC 8787 Brookpark Road, Parma, OH 44141

Ravenna CBOC 6751 N. Chestnut St, Ravenna, OH 44266

Warren CBOC 1460 Tod Ave NW, Warren, OH 44485

Chalmers P. Wylie Ambulatory Care Center (ACC) 420 N. James Road, Columbus, OH 43219

Newark CBOC 1855 W. Main Street, Newark, OH 43055

Grove City CBOC 5775 N. Meadows Drive, Grove City, OH 43123

Zanesville CBOC 2800 Maple Avenue, Zanesville, OH 43701

Marion CBOC 1203 Delaware Avenue, Marion, OH 43224

Dayton VAMC 4100 W. Third Street, Dayton, OH 45428

Lima CBOC 1303 Bellefontaine Avenue, Lima, OH 45804

Richmond CBOC 1010 N. J Street, Richmond, IN 47374

Springfield CBOC 512 South Burnett Road, Springfield, OH 45505

Middletown CBOC 4337 North Union Road, Middletown, OH 45005

*These locations may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or Government‐furnished space changes deemed fair and reasonable by the administrative contracting officer (CO).

1.5.6 Type of Contract:

The Government intends to award one Indefinite Delivery Indefinite Quantity Contract.

1.5.7 Security Requirement and Background Checks:

The contractor shall be given beneficiary information that may include the Veteran’s name, residential address, telephone number, and social security number. Beneficiary information is confidential and is protected under the Privacy Act of 1974 and the Healthcare Insurance Portability and Accountability Act of 1996 (HIPAA). Any individual making unauthorized disclosures may be criminally liable for violations under the Acts. The contractor shall not use or further disclose beneficiary information in a manner that would violate the Federal privacy and confidentiality statutes.

The contractor shall receive privacy training before performance begins on this contract and annually thereafter through the VA’s Training Management System (TMS). Completion certificates shall be faxed to the COR. Any electronic communication that includes HIPAA information shall be done through PKI encrypted e‐mail.

Once TMS training is completed and training certificates for the required information security and privacy training courses are provided to the COR, and the VISN 10 Unified Access Request form has been submitted by the COR, the contractor may be granted access to the Veterans Health Information System Technology Architecture (VISTA) and/or previous prescription data needed for prescriptions, troubleshooting fitting, etc. The appropriate access is determined by the COR.

The contractor shall maintain positive control over any Government‐issued items, including but not limited to the following:

Keys

Government Computers

Sample Eyeglass Frames

Fax Machines (where applicable)

All items and Government areas shall be secured when not in use.

1.5.8 Special Qualifications:

Vendor will be qualified to educate and assist the Veterans in the proper choice, use, and care of their eyewear. In addition to frame selection, the vendor will be responsible for all measurements and fitting of eyewear. Appropriate state licensure/certifications will be required if deemed necessary by the state where the VAMC, CBOC, or clinic is located. Vendor shall provide appropriate professional business license(s) within the state or states required per each facility serviced. Vendor shall also comply with any other federal, state, and local law applicable to the industry.

1.5.9 Post Award Conference/Periodic Progress Meetings:

The contractor agrees to attend any post award conference convened by the contracting activity, in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the CO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be attended at no additional cost to the Government.

1.5.10 Contracting Officer’s Representative (COR):

The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The CO will issue a letter of delegation to the COR and a copy will be provided to the contractor.

This delegation will state the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract.

1.5.11 Key Personnel:

The follow personnel are considered key personnel by the Government:

Contracting Officer

Contracting Officer’s Representative

A Prosthetics and Sensory Aids Service (PSAS) Representative will be located at each of the VAMC facilities. The contact information for the PSAS Representative will be provided to the contractor upon contract award. A PSAS Representative has the exclusive responsibility for determining eligibility and necessity for VA Prosthetic goods and services (e.g., eyeglasses). The PSAS Representative also coordinates and resolves problems related to such goods and services. Any matter that cannot be resolved by a PSAS Representative will be referred to the COR. Any matter than cannot be resolved by a COR will be referred to the CO.

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available during regular working hours, Monday through Friday (and Saturday, if applicable at the location) except on the recognized holidays listed in section 1.5.3 or when the Government facility is closed due to local or national emergencies, administrative closures, or similar Government‐directed facility closures or moves.

1.5.12 Identification of Contractor Employees:

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contract personnel shall wear identification on the outside of their attire while under performance under this contract. The identification tag shall indicate that he or she is a contractor and include his or her first and last name. These may be either Government (Contractor Personal Identity Verification) or contractor‐issued identification tags.

1.5.13 Contractor Required Dress Code:

All employees involved in the performance under this contract shall dress in accordance with the policies of the VAMC, CBOC, and/or clinics at which they perform under the contract.

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions and Acronyms

2.0.1 Definitions:

ACCEPTABLE QUALITY LEVEL (AQL). The AQL expresses the allowable variation from the standard that will result in an acceptable level of quality (100% unless otherwise stated) – that is the maximum allowable error rate or variation from the standard.

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government. The CO is the only individual who can legally bind the Government.

CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DISPENSED: Prosthetic devices will be considered dispensed when the Veteran has been contacted for pick‐up or the device has been mailed. If the contractor is unable to make contact with the Veteran on the first attempt, the contractor shall make a documented second attempt within five (5) business days. After two failed attempts to reach the Veteran via telephone, the contractor shall send a letter to the Veteran informing him or her the eyeglasses are ready for pickup.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

QUALITY ASSURANCE. The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the Government for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

SHIPPED. For items shipped directly to Veterans by the VA, items will be considered shipped when the contractor receives the shipping manifest from the VA. For items shipped directly to Veterans by the contractor (i.e., upgraded eyeglasses), items will be considered shipped when the items are mailed via the postal/package carrier (e.g., United Parcel Service (UPS), FedEx, or United States Postal Service (USPS)).

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless otherwise specified.

2.0.2 Acronyms/Abbreviations:

ACC Ambulatory Care Center AQL Acceptable Quality Level AUS Acquisition and Utilization Specialist CBOC Community Based Outpatient Clinic CO Contracting Officer COR Contracting Officer’s Representative HIPAA Health Insurance Portability and Accountability Act of 1996 PSAS Prosthetics and Sensory Aids Service PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control ROE Remote Order Entry TMS Training Management System VAMC Veterans Affairs Medical Center VISN Veterans Integrated Service Network VISTA Veterans Health Information System Technology Architecture

PART 3

CONTRACTOR‐FURNISHED ITEMS AND SERVICES

3.0 Contractor‐furnished Items and Responsibilities:

3.0.1 Services:

The contractor shall:

Provide all labor (complying with Service Contract Act wage determinations), equipment, materials, supplies, and supervision.

Ensure all of the vendor’s employees possess the appropriate state licensure/certifications deemed necessary by the applicable state law.

Provide documentation showing initial employee orientation and on‐going training, which demonstrates the employee’s knowledge, experience, and competence are appropriate for his/her assigned responsibilities. The vendor shall document assessment of employee competency. As a part of the employee’s initial orientation, the vendor shall provide an orientation on the VA and on the requirements of this contract. Training topics shall cover all aspects of the services provided under this contract, including patient confidentiality, patient safety and risk assessment, HIPAA, Remote Order Entry (ROE), VISTA, communicating safe use and care of equipment to patients and caregivers, and infection control procedures. The vendor assures all personnel comply with all current and future VA requirements such as safety, ethics, and HIPAA, required of business associates, which may also include TMS training assignments.

Ensure a high degree of professionalism and understanding are demonstrated when the vendor’s employees interact with patients. The vendor’s employees are expected to be discreet and tactful and demonstrate concern, compassion, and patience. Some patients have physical disabilities or chronic illnesses that influence their behavior and lifestyle. Verbal or physical abuse, or unprofessional behavior or conduct toward a patient and/or caregiver, will not be tolerated. The VA reserves the right to request the removal of any employee from performance of services under this contract if his/her behavior and/or level of services provided are not in strict accordance with the requirements of this contract.

Ensure vendor’s employees provide superior customer service and answer all patient or VA staff inquiries no later than 5:00 P.M. the following business day.

Make employee records, including but not limited to training documentation, available for review by the COR.

This request may be made during visits to the vendor’s facility, or the vendor may be requested to submit the documentation to the COR’s location. The vendor shall provide a list to the COR that identifies employee’s location and the type of services he/she provides. The initial list shall be submitted 10 days prior to performance beginning under the contract.

Allow the Government to perform unannounced site visits to any vendor facilities or off‐site locations at the Government’s discretion.

Ensure professional business certifications/licensure within the state(s) required per each facility serviced. All applicable documentation shall be provided to the COR prior to each employee initiating work in accordance with the contract and annually thereafter.

3.0.2 Materials:

Unless provided by the Government at a Government facility, the contractor shall provide the following: furniture; a lensometer; and basic tools and materials for adjusting and completing simple repairs (e.g., to nose pads or screws, and adjustments) to eyeglasses at all dispensing locations appropriate to the size of the location and estimated quantity of customers. The contractor is responsible for display boards, equipment, and tools required for the display of frames. The Government will provide fax machine and/or printers at all Government facilities where required (including to any location without ROE capabilities). The contractor is responsible for providing fax machines and/or printers at all off‐site locations.

3.0.3 Facilities:

The contractor will be responsible for providing spaces/facilities to perform under the contract for the following locations (within 10 miles and no greater than a 20‐minute drive from the servicing VA facility address):

Main VAMC Location

Chillicothe Athens OH

Chillicothe Cambridge OH

Chillicothe Lancaster OH

Chillicothe Marietta OH

Chillicothe Portsmouth OH

Cincinnati Greendale IN

Cincinnati Florence KY

Cincinnati Bellevue KY

Cincinnati Clermont OH

Cincinnati Hamilton OH

Cincinnati Georgetown OH

Cleveland New Philadelphia OH

Cleveland Sandusky OH

Cleveland East Liverpool OH

Cleveland Warren OH

Cleveland Ravenna OH

Cleveland Lorain OH

Cleveland Mansfield OH

Columbus Newark OH

Columbus Grove City OH

Columbus Marion OH

Columbus Zanesville OH

Dayton Lima OH

Dayton Richmond IN

Dayton Springfield OH

Dayton Middletown OH

*These locations may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or Government‐furnished space changes deemed fair and reasonable by the administrative contracting officer.

**If adequate off‐site location coverage is not available, vendor is responsible for working with COR to determine space and needs required to perform services on‐site at VA location.

PART 4

GOVERNMENT‐FURNISHED ITEMS AND SERVICES

4.0 Government‐furnished Items and Responsibilities:

4.0.1 Equipment:

The Government will supply the following equipment for use under the contract:

Government computer for each location

Sample eyeglass frames for each location

Fax machines (as needed)

4.0.2 Materials:

The Government shall supply the following materials for use under the contract:

Frame selection kit for each location

4.0.3 Facilities:

The VA will provide space at the following locations. Each Government‐provided space listed below will include lights, telephone, climate control, desk, office chair, patient chair, adequate storage, computer, and secured area.

Location Estimate of Total

Number of Eyeglasses for Base Year

Minimum Required Days of Operation per Week

AKRON CBOC 2,587 5 days

CANTON CBOC 2,587 5 days

LORAIN CBOC 1,360 2 days

MANSFIELD CBOC 1,587 2 days

PARMA CBOC 2,668 5 days

YOUNGSTOWN CBOC 2,342 5 days

VAMC CHILLICOTHE 7,901* 5 days

VAMC CINCINNATI 9,730* 5 days

VAMC CLEVELAND 9,168* 5 days

VAMC COLUMBUS 13,188* 5 days

VAMC DAYTON 10,390* 5 days

LAKE COUNTY CBOC 1,639 5 days

GROVE CITY CBOC 907 2 days

Total Estimate for Base Year

66,054

*Denotes locations where off‐site volume was included in estimates

**These locations and days of operation requirements may change throughout the life of the contract as the needs of the VA change. This contract covers any site moves or Government‐furnished space changes deemed fair and reasonable by the administrative contracting officer.

PART 5

SPECIFIC TASKS

5.0 Specific Tasks:

5.0.1 Specific Task 1:

The contractor shall provide the following services when fitting for or dispensing eyeglasses:

Vendor shall fit the Veteran with the proper frame style for the Veteran and his/her prescription.

Vendor shall determine the pupillary distance, segment height, and/or optical center height.

Vendor shall troubleshoot any optical issues before sending the Veteran back to the eye clinic.

Vendor shall fit and adjust glasses for the Veteran.

Vendor shall perform minor repairs on glasses (i.e., adjust nose pads and screws and make other minor adjustments).

Vendor shall educate Veterans on the advantages and disadvantages of different segment styles.

Vendor shall only use VA sample frames as sample/trial frames. Sample frames shall not to be sold or issued to Veterans or used for repairs.

Vendor shall wash/sanitize hands and all sample frames and surfaces used between each patient with VA‐ approved sanitizer as part of infection control requirements.

Vendor shall be required to obtain access to the VA’s ROE and enter prescription and patient measurements into the system. Vendor shall ensure that all information needed to fabricate the eyewear is included in the ROE.

Vendor shall be required to maintain a high level of accuracy when entering orders into ROE. Frequent optician errors shall be addressed by the vendor and additional training shall be documented.

Vendor shall use the VA’s ROE unless it is not available. For off‐site vendors, the off‐site vendor shall fax orders to an on‐site vendor location for order entry. Every faxed order shall include a cover sheet, location, and account number if not using the ROE system.

In the event ROE is not operational, the vendor shall fax orders to the VISN 10/12 Optical Lab only on a contingency basis and only with the approval of the VISN 10 Acquisition and Utilization Specialist (AUS) Program Manager and/or COR.

Vendor shall be required to obtain access to VISTA and add a comment to Veteran’s electronic consult indicating when the Veteran ordered glasses.

As the VA’s electronic health record program, Cerner, is implemented at care sites, vendor shall be required to undergo required training to gain appropriate access and knowledge of the system. During training, the optical shop hours may be reduced in order to fulfill requirements for “go‐live.”

Once the Cerner system is implemented, the vendor shall be required to maintain appropriate access and follow outlined procedures to ensure accurate eyeglass processing.

Vendor may not batch orders for more than one day.

Vendor shall respond to all voicemail, My HealtheVet Messages from Veterans, and inquiries from Veterans, family members, or VA staff no later than 5:00 P.M. the following business day.

Vendor shall offer a retail selection of frames, lenses, and add‐on options for Veteran to choose from at their own expense.

If a Veteran is eligible for eyewear, he/she should choose from the collection provided from the VISN 10/12 Optical Lab. Vendor shall not attempt to “upgrade” eyewear by soliciting add‐ons; the add‐ons must solely be at the request of the Veteran and may be provided by the vendor. Any add‐on orders and agreements are between the Veteran and the vendor, and the vendor will manufacture/supply the upgraded eyewear.

Vendor awarded this contract must enter into an agreement with the Veteran Canteen Service for sale of goods on Government property. This agreement will include a commission payment on retail sales to the Veteran Canteen Service. This refers to the eyeglasses sold to the Veteran that are NOT part of the VA benefits. The agreement with the Veteran Canteen Service is a requirement for any goods sold at VA facilities.

Vendor shall ensure that the dispensary is open and staffed during the same hours as the servicing eye clinic, and for the minimum number of days per week established in section 4.0.3 of this PWS. Vendor shall also ensure vendor is capable of providing services to patients commensurate with the Government‐provided estimates.

Each site should be staffed with the appropriate number of qualified personnel to provide adequate services to the estimated number of customers as provided by the Government for each site. Dispensing sites that have two or more personnel shall be open during lunch period. Locations that have one personnel may be closed to meet legal requirements for lunch and breaks.

5.0.2 Specific Task # 2:

The contractor shall conduct the ordering, delivery, and inspection functions of the eyeglasses in accordance with the following:

The VISN 10/12 Optical Lab will ship all completed eyeglasses to the appropriate location and include packing slips for verification. If discrepancies are found, the vendor must notify the VISN 10/12 Optical Lab within 24 hours after discovery of the discrepancy.

The VA reserves the right to ship completed eyeglasses directly to the Veteran. Contractor will be paid the lower rate when eyeglasses are shipped directly to the Veteran.

Vendor will notify the Veteran when glasses are ready for pick up, no later than the next business day after delivery to the dispensary.

Vendor will fit and adjust on site (preferred method) or mail glasses to the Veteran’s home if the Veteran requests them to be mailed. Vendor will be responsible for all shipping/mailing costs associated with eyeglasses that are not shipped directly to the Veteran by the VA. The vendor shall have a confirmation of delivery (i.e., UPS, FedEx with tracking number, or USPS‐certified mail (no signature required)). Regardless of the dispensing method chosen by the Veteran, the vendor will document the dispensing date – or if mailed, the shipping date – in VISTA or comparable VA software program. The vendor is responsible for tracking all packages until delivery.

Any packages left in status other than delivered are the responsibility of the vendor to resolve within seven (7) business days of the expected delivery date.

Vendor will provide the local Prosthetic service with a copy of the VISN 10/12 Optical Lab invoice and an invoice for dispensing fees. The dispensing fee invoice shall be in Excel format. The invoice must be typed and at minimum, list the Veteran’s last name, first name, the last four of his/her social security number, consult number and the date the eyeglasses were dispensed to the Veteran or shipped. This will be done for each individual pair of eyeglasses dispensed to the Veteran or shipped.

Vendor is responsible for shipments sent to the VISN 10/12 Optical Lab including Patient Owned Frames. All shipments will be sent via a carrier that can be tracked and must include a packing slip with patient’s name, last 4, optical shop account number, and a detailed description of items in the shipment.

Vendor shall ensure that all information needed to fabricate the eyewear is included on the order form sent to the VISN 10/12 Optical Lab no later than 5:00 P.M. the following workday.

Vendor will bring any quality issues to the attention of the VISN 10 AUS Program Manager and/or COR within 24 hours of receipt of the eyewear.

Vendor will receive the prescription consult from the optometrist and enter the prescription and patient measurements into the ROE system (where available). Vendor shall ensure that all information needed to fabricate the eyeglasses is included in the ROE system. The VISN 10/12 Optical Lab has access to the ROE system.

Vendor shall use the VA’s ROE system unless it is not available. Vendor’s third party, off‐site locations may not have access to the ROE system. In those cases, the third party/off‐site vendor shall send orders to the on‐site vendor’s location of choice and the on‐site vendor will be responsible for entering into the ROE system.

ROE system will allow the optician to view the status of the eyeglasses, including whether they have been dispensed or shipped. Vendor can enter notes, including but not limited to special instructions to the lab using the ROE system.

5.0.3 Specific Task # 3:

The contractor shall provide to the COR or designee the following monthly reports, submitted via email, no later than five (5) business days following the end of the previous month:

Patient Satisfaction Survey: A survey which the contractor is required to develop and update as needed. The survey will be approved by the Government prior to use. Contractor shall ensure a minimum of 50 patients per month complete the survey at each location (VAMC, CBOCs, and clinics).

Timeliness Report: Measure turnaround times from point of initial contact (fitting) to eyeglasses being dispensed. The report will include at a minimum the following:

o The location, date of fitting, optical lab order date, receipt date from optical lab, and date dispensed/mailed to patient.

Quality Report: Evaluate any issues with eyeglass frames, lenses and document the findings, recommendations and actions taken (this report addresses common problems with eyeglasses received from the lab).

PART 6

PERFORMANCE MONITORING

6.0 Performance Monitoring

6.0.1 Performance shall be monitored using the objectives identified below. These objectives have been incorporated into a QASP, which is located in Section D.

(END OF PERFORMANCE WORK STATEMENT)

B.5 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third‐party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non‐U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in…