Q511--VISN 10 IN & MI Optical Dispensing Service

Question: In the presolicitation document, it states that this contract will be broken into two (2) parts; one for the State of Indiana and one for the State of Michigan. The actual solicitation does not contain the same language. Can you please clarify this apparent discrepancy?

Answer: This will be a multiple award offering. Offerors should quote all Michigan sites, all Indiana sites or all sites. The Government intends to award a minimum of two (2) contracts.

Question: All payments will be made through GPC. We have been led to believe that payments under this new contract were going to be shifted to the tungsten system, similar to the process used on the Ohio contract for dispensing services. Can you confirm which process will be used?

Answer: GPC will no longer be utilized.

B.1.3. & B.1.3 will be changed as follows:

3. INVOICES: Invoices shall be submitted in arrears via tungsten:

a. Monthly [ X ] to: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

Question: 4.0.3 Facilities The minimum required Days of Operation per Week. Based on our experience, we believe that the required days for a number of the Indiana CBOC locations are too high. How and when can we submit our changes to adjust the number of days and required hours for these locations?

Answer: The days of service are only an estimate for pre-submission purposes of the potential vendor. After three (3) months of contract support, the award vendor may inquire of the COR for a reduction of days of service offered, based upon the presentation of historical data demonstrating the volume of services at that specific location. Submission of an inquiry is no guarantee that a reduction of the schedule will be approved.

Question: 5.0.1 Specific Task #1 What is the plan to train our staff on the use of Vista to add comments to the Veterans electronic consult? In addition, please clarify the requirement to educate Veterans on the advantages and disadvantages of different segment styles. Does this mean that we will be responsible for determining/selecting the material and style of lenses/

Answer: The COR for this contract will coordinate access to the VISTA application, and further, be the point of contact for either location based, on-site training or for providing a Power Point How to document on the utilization of the VISTA program.

Question: 5.0.2 Specific Task #2 Is there a required minimum percentage of glasses that must be fit and adjusted on site (preferred) versus mailing then to the Veteran per their request? In addition, it states that the Contractor is responsible for shipments to the VISN 10 Optical Lab, including Patient Owned Frames. Does this mean that the Veteran can use their own frame and have VA provided lenses made at the VISN 10 Lab? This is contrary to the existing process which does not permit them to be used due to the rick of damage/breakage to the patient frame. Please clarify.

Answer:

The Government reserves the right to ship completed eyeglasses directly to the veteran. Eyeglasses shipped directly to the veteran will be paid the lower rate. Deleted.

Contractor is responsible for shipments sent to the VISN 10 Optical Lab including Patient Owned Frames. Deleted.

There is NO minimal % of eyeglasses that must be fit & adjusted on-site. It is the intention of the VA to make every effort to utilize the on-site service model when working with Veterans.

Patient Owned Frames shall be removed from document.

Question: The weekly invoice is to be provided in Excel format (page 41). What format is this to be provided to the Prosthetics Agent, paper or electronic?

Answer: Weekly invoice is required to be in an electronic format, not necessarily Excel .

Question: For accuracy of labor calculations needed to fulfill the requirements of the solicitation (refer to page 39), it specifies that contractor may be required to add a comment. This information along with all other specific data is already input into our business record keeping system which generates the requested report to the CO on a monthly basis as well as being provided in the ROE system. With this being another location to input information, is this an item that is additionally necessary for fulfillment of the needs of the government?

Answer: Yes, comments may be required in VISTA which will be merged with Cerner in the future.

Question: Referring to page 45 it specified if the government terminates the contract. I have not read anywhere what happens if something happens to myself. There are specifications regarding subcontractors that can be hired but nothing that implies what occurs if I experience a life altering disability/death. Can the business be purchased/transferred to an additional business to manage it and compensate the employees it employs for uninterrupted service to the veterans?

Answer: Another business can always purchase an existing business which would be recognized by the Government via a Novation Agreement and then the new company would take the contract over. See FAR 42.1203 Processing agreements.