65– EYEGLASS CONTRACT

Notice Type: Sources Sought Notice

Posted Date: 17-JAN-18

Office Address: Department of Veterans Affairs;VA North Texas Healthcare System;Network Contracting Office 17;4500 S. Lancaster Road;Dallas TX 75216

Subject: 65-- EYEGLASS CONTRACT

Classification Code: 65 - Medical, dental & veterinary equipment & supplies

Solicitation Number: 36C25718Q9063

Contact: Lynn Pettit mailto:Lynn.Pettit@va.gov [lynn.pettit@va.gov]

Description: Department of Veterans Affairs

VA North Texas Health Care System

Department of Veterans Affairs No. Texas Health Care System

This is a sources sought notice for market research purposes only to determine the availability of potential businesses with capabilities to provide the commodity described below. Potential offerors are invited to provide feedback via e-mail to Lynn.Pettit@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition.The intended contract period is one-year base period plus (4) four one-year option periods.

Potential contractors shall provide, at a minimum, the following:

1) Company name, address, point of contact, phone number, e-mail address, and DUNS.

2) Is your firm eligible for participation in one of the following small business programs If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 339115, small business size standard 1000 employees.

[ ] yes [ ] no Small Business (SB)

[ ] yes [ ] no HUBZone

[ ] yes [ ] no Small Business 8(a)

[ ] yes [ ] no Small Disadvantaged Business (SDB)

[ ] yes [ ] no Women-Owned (WO) Small Business

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)

[ ] yes [ ] no Veteran Owned Small Business (VOSB)

[ ] yes [ ] no Other (please specify)

3) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The capabilities statement for this sources sought is not expected to be a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

1. SCOPE:

1.1 The Department of Veterans Affairs (VA) has an ongoing program to provide eyeglasses to veterans. It is VA s intention to solicit proposals in accordance with all terms, conditions, provisions, specifications and schedules of this solicitation and award a single contract on a competitive basis.

1.2 VA anticipates award of an Indefinite Delivery Indefinite Quantity (IDIQ) contract on a firm fixed unit price basis from this solicitation for the Veterans Integrated Service Network (VISN) 17. The awarded contract will contain one (1) base period and four (4) options years subject to availability of funds. The total duration of the contract will not exceed five (5) years. VA will determine the individual proposal most advantageous to the Government.

The solicitation is intended for use by all VA Health Care Systems (Medical Centers and Outpatient Clinics) located within VISN 17. Each VISN 17 VA Health Care System is responsible for ordering and payment for their site. A health care system-by-health care system breakdown is included in paragraph 1.4 Area of Responsibility/Jurisdiction VISN 17. Contractor to provide eyeglasses according to the contract specifications for beneficiaries of the Department of Veterans Affairs Centers in VISN 17, which is outlined below. VISN 17 furnishes an estimated 128,800 pairs of eyeglasses annually to eligible veterans.

1.3 DELIVERY:

The contractor shall deliver all items no later than SEVEN (7) CALENDAR DAYS after receipt of prescription/order issued by Government authorized personnel against the contract. Delivery of eyeglasses shall be to the designated address of the veteran or contracted ordering facility, as indicated on the prescription/order issued by the Government (CPRS Prosthetics Eyeglass consult/VA Form SF 513 see Attachment A). All eyeglasses shall be delivered as directed on the purchase order and delivery shall be made using traceable means. The contractor shall notify the VA Prosthetic Representative via fax and show cause in the event he/she is unable to deliver the required items in accordance with the Government s required delivery date. Failure by the contractor to provide a written notification within twenty-four (24) hours as specified above constitutes receipt of an order. The Contractor shall be responsible for informing the Contracting Officer of any Government deficiencies such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, hand writing illegible, inability to reach the Government representative, payment delays or other issues. The contractor s failure to notify the Contracting Officer will not be considered an excusable delay and subject circumstances should not be alleged to have prevented the contractor from delivering the terms within the time required under this contract. There may be occasion for the Government to request receipt of an expedited delivery. In such cases, the ordering activity shall telephonically contact the contractor and notify the contractor of such a requirement. On such occasions the government will be responsible for actual additional shipping charges.

1.4 VISN 17 Prosthetics Sensory Aid Service (PSAS) Facility Addresses:

2. ADDITIONAL SERVICES/SUPPLIES for base and option years:

2.1 Sample kit: Consisting of each frame model and eye size with multiple bridge sizes (this item to be delivered to each health care system at no additional cost to the government within fifteen (15) calendar days after award). Sample kits for each healthcare system are to be sent to addresses outlined in section 1.4 above. Sample kits shall be new and not considered part of inventory.

Frame selection will include a mix of metals with plastic, spring hinges, and a minimum of five (5) large frame sizes (54-60), a minimum of three (3) frame sizes with short bow lengths (125 or 130), and a frame selection variety for all age groups (21-100).-- Sample products submitted with solicitation offer will be evaluated on the basis of shaping, finishing, variety of color and quality (i.e. hinge placement and welds).-- At a minimum the following frame mix needs to be part of the contractor s frame selection under this award:-- --twenty-five (25) men s frames, twenty-five (25) women s frames, fifteen (15) unisex frames, and five (5) safety frames (unisex frames) in available temple, eye and bridge sizes and colors.---- A minimum of three titanium frames for both men and women need to be part of the mix of metal frames.

2.2 Repair kit: Contractor shall provide each participating facility a repair kit consisting of replacement screws and nose pads and the tools necessary for those repairs to contracted frames and shall be restocked at no additional cost to the government.

2.3 Display Rack and Tray: Contractor shall provide each participating healthcare system outlined in section 1.4 above with display racks and eyeglass tray (these items to be delivered to each facility at no additional cost to the government within fifteen (15) calendar days after award). The Government will dispose of kits, display racks and trays at contract end.

2.4 Eyeglass Care and Cleaning: Contractor shall provide an insert with each facility order on how to care and clean eyeglasses. Whether initial, previous, or on-going users; contractor at no cost shall provide educational information to the veteran, regarding the care and cleaning of their eyeglasses. This information should include, but is not limited to, language to: Do not lay your glasses down on their lenses; Place glasses in a protective case when you are not wearing them; Use a lens cleaner designed for eyeglasses and a clean lens cloth or a soft clean 100% cotton cloth; Mild soap (without lotion) and lukewarm-to-cool water might also be used to clean the lenses and frame; Hold the eyeglasses by the eye frame with the thumb and forefinger of one hand. Use the other hand to gently buff the lenses in a circular motion. Do not press too hard on the lenses; Avoid using paper towels or your shirt tail to clean your lenses. Most clothing fabrics contain abrasive fibers that will scratch or smear the lenses.

3. GENERAL REQUIREMENTS:

STANDARDS OF PERFORMANCE:

The number of patients covered by this contract is expected to increase within VISN 17 dependent upon beneficiaries added or removed. The volumes or amounts shown in the solicitation are estimates only.

The Contractor shall, upon receipt of an eyeglass prescription/order provided by authorized VA designee, fabricate all eyeglasses in strict conformance to the eyeglass prescription/order, verify final eyeglasses with the prescription/order and ship all eyeglasses to the designated address of the veteran or VA facility, as indicated on the prescription/order issued by the Government (CPRS prosthetics Eyeglass consult/VA Form SF 513 Attachment A).

Verification of prescription and delivery to the veteran or VA shall be documented and provided to the VA each month. Contractor shall not add or substitute components or alter the veterans prescription in any way without prior approval and written authority from the authorized VA designee. All items provided by the contractor shall be new.

VA prior to contract performance must approve frame selection. Any proposed substitutes for, or changes to, the approved frame selection must be approved in writing by the Contracting Officer.

The Government will use CPRS Prosthetics Eyeglass Consult /VA Form 10-2914, Prescription and Authorization for Eyeglasses, to place orders with the Contractor.

4. LENSES:

4.1 All lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of American National Standards for Opthalmic Lenses Recommendation ANSI Z80.1 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug (FDA) Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. Glass ophthalmic lenses shall be chemically strengthened for impact resistance. All glass and plastic ophthalmic lenses shall be corrected curved lenses. Opthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form, unless positive cylinder form is specified for the order. All lenses shall be UV Coated at no charge to the government.

4.2 Single Vision Lenses Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of single vision lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. All senses shall be placed in frames unless otherwise requested.

4.3 Bifocal Lenses Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of bifocal lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. For bifocal vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments. All senses shall be placed in frames unless otherwise requested.

4.3 Trifocal Lenses Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Construction of trifocal lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. For trifocal vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments. All senses shall be placed in frames unless otherwise requested.

4.4 Progressive Lenses Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses shall be available. Oversized blanks shall be available when needed. Progressive lens style/layout shall be the same for all materials. Progressive style shall be considered soft in design. Construction of lenses shall include spheres, plano-cylinders, an sphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available. Non-adaptive would be replaced by lined bifocals or trifocals at no charge to the VA. All senses shall be placed in frames unless otherwise requested.

4.5 Offerors shall include in their proposal manufacturers lens layout and specification sheets for the progressive lenses and photochromic (transitions) lenses they are proposing.--

5. FRAMES:

All frames shall be provided in accordance with the current edition of the American national Standard Requirements for Dress Opthalmic Frames ANSI Z80.5 or latest edition. If the manufacturer discontinues a frame during the contract period, the contractor shall provide the Contracting Officer with an approved substitute frame within two (2) working days. All frames offered by the contractor shall be listed in either Frames/fax or frame catalogs and not be on any discontinued models. Upon contract award, the contractor shall provide a FREE sample kit consisting of samples of each available size combination and color of each frame required under Schedule of Items to allow for different eye sizes, bridge sizes, temples, colors, etc. of the most popular styles. A minimum of one sample kit, display rack, and eyeglass tray shall be provided to each participating VA Prosthetic Offices under the terms of the contract and associated VA Community Based Outpatient Clinics (CBOC) with optometry services if requested. New frame samples shall be provided with each contract renewal or if samples wear out or substitutions need to be made. When fulfilling prescriptions, the contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses.

Privately owned frames may be submitted to the contractor for new lenses. Charges for lenses only shall be in accordance with the schedule. Contractor is responsible for replacing like frames in the event of loss/breakage of privately owned frames at no cost to the VA or beneficiary.

6. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE:

6.1 VA shall require the contractor to deliver items ordered under this contract no later than seven (7) calendar days after receipt of a delivery order. (Receipt of the delivery order will be determined by VA s submittal of a faxed order, for which the Government received a printed confirmation of the fax received from its fax machine). The contractor shall provide written notification to the VA Prosthetic Representative (CS/121) and show cause in the event he is unable to deliver the required items in accordance with the Government's required delivery date. Failure by the contractor to provide a written notification as stated above within 24 hours after receipt of an order constitutes acceptance of an order.

6.2 The Government may request delivery be made either to the facility or directly to the Veteran at the discretion of the medical facility. In the event the Government desires expedited delivery, the ordering activity shall telephonically contact the contractor and inquire into the feasibility of obtaining this condition. The contractor shall respond within 24 hours to such request and expedited delivery shall be mutually agreed upon. Any additional costs incurred by the contractor for meeting this requirement shall be negotiated in accordance with clause 52.212-4(c), Contract Terms and Conditions--Commercial Items. (Note: Expedited Delivery terms and conditions, when required, will be determined by the Contracting Officer or Ordering Officer on a case by case basis and stated in the individual delivery order at the additional cost as specified in the schedule for each pair ordered). Upon direction of VA, delivery of eyeglasses may be directly to Eye Clinic, to Prosthetic or to the patient s place of residence (at no extra charge to the Government for routine delivery to any of the above destinations). All deliveries should be sent by 1st class mail and mailed in appropriate packaging to protect the contents.

6.3 The Contractor shall have the capability to receive orders via facsimile transmission and shall have a fax machine independent from the Contractor s established phone line and be willing to accept faxed orders.

6.4 The Government will submit all available orders to the Contractor on a daily basis. Batching of orders is not authorized by either party. Batching in this case means holding all orders to meet a minimum requirement by any or all parties. No fabrication of glasses shall begin prior to receiving a purchase order number from Prosthetics.

6.5 If there is a backorder on any frame style, the contractor must contact the VA no later than 24 hours after contractor is notified by frame manufacturer/supplier. The contractor will offer the VA substitute of equal or higher quality. If acceptable to the VA, the substitute may be made part of the contract with a bilateral modification. A sample of the substitute should be sent to the VA as a no-charge addition to the sample frame kit if that frame was not already part of the sample collection.

6.6 During the one year warranty period the contractor shall make all necessary adjustments (i.e., material defects, distortions, etc.). The contractor warrants/guarantees the eyeglasses against defective material and/or 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 or alteration by anyone other than the contractor. If eyeglasses are returned to the contractor for correction of a problem due to contractor error, the corrected glasses shall be returned to the VA facility within three (3) calendar days of receipt of the defective glasses.

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

A complete item description, identification.

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

Reasons for recall, removal, adjustment, or modification.

Instructions for appropriate corrective action.

A waiver/exception to the product and service delivery requirements states above may be granted on a case-by-case basis by the VA Prosthetic Representative and/or Contracting Officer Representative (COR).

Quality Assurance: The contractor shall submit the following reports to the ordering VA:

Weekly (every Monday for the previous week)

Work in progress

Shipping List

Average in-lab process time

Monthly (by the fifth (5th) day of each month)

Number of eyeglasses returned due to lab error

Breakage/Spoilage rate

Average in-lab process time

Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards)

In those cases where the eyeglasses are mailed directly to patients residence delivery confirmation and tracking information shall also be included.

7. DIRECT DELIVERY TO VETERANS:

7.1 In the event the requesting medical facility/CBOC requests delivery directly to the Veteran, the VA will need confirmation of deliveries and does not desire any additional warranty in relation to this type of delivery. Any individual claims by the Veterans of non-receipt of delivery may require the Contractor to respond to the VA with proof of shipment.

8. ON-SITE FITTERS/OPTICIANS:

8.1 All medical centers, and associated CBOCs if requested, listed in section 1.4 presently require services of an On Site Fitter, (optician). The Optician must have an American Board Certified Optician License to perform these services. If a particular state does not require an American Board Certified Optician, the Optician must abide by the State Licensing Requirements. Proof of state licensing requirements must be provided to the Contracting Officer. Services include but are not limited to eyeglass selection, ordering, dispensing and repairing. The Optician must also be able to verify eyeglass prescription specifications provided by the VAMC Eye Clinic. No examinations are required. The contractor shall supply a licensed Dispensing Optician to each VA Medical Center in the VISN five days a week, Monday through Friday.

8.2 Provision of space for the Optician will be provided by each VA facility and CBOC if required. The space requirements including phones are the responsibility of the VA. The contractor is responsible for display boards, equipment and tools required for the display of frames. Contractor will set up remote access to their work in progress for tracking purposes.

8.3 The Optician will take all necessary facial and frame measurements to order glasses as per doctor's prescription using the VHA VISTA CPRS electronic consult package. Measurements and refraction data may be entered into this consult package; information entered in the electronic consult package will then be forwarded electronically to the facility Prosthetic Service. Should only one lens need to be re-made due to refraction changes, Prosthetics will order the new lens sending in the frames and the fitter will replace the old lens. Should changes of prescription be required, the Optician will direct the Veteran to their prescribing physician must enter a new consult reflecting changes as required. Contract Optician cannot change prescription at any time. The Optician will be responsible for dispensing, adjusting, and repairing all VA glasses. Should arrangements be made with contractor for Veterans to purchase eyeglasses through contractor, the Optician will be responsible for measuring, ordering, and adjusting glasses as needed. Questions may be referred by the COR to the contract Optician concerning status of glasses. If Optician cannot answer particular questions, the Optician may refer the Veteran to the COR. The Optician must perform lensometry to verify accuracy of prescription, and adjustments to verify proper alignment of lenses.

8.4 The On-Site Fitters, (Optician) is required as follows:

Any hours worked that are not listed above must be approved in advance in writing by the Contracting Officer and the Contractor with a copy of the approval submitted to the COR.

8.5 The contractor shall be responsible for protecting the personnel furnishing services under this contract and shall provide worker s compensation, health examinations, income tax withholding, and social security payments, and any liability insurance required. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor. Any subcontractor used by the contractor for the provision of services required under this contract shall meet the same qualifications specified herein for the contractor. The contractor shall obtain approval from the Contracting Officer for any subcontractors to be utilized for the provision of services required under this contract.

8.6 The contractor is responsible for ensuring proper/ planned coverage for fitters in the event of sick leave, planned vacations. In the event of non-availability of contract fitter(s) for more than one work day, the contractor will immediately contact the VA COR and informing them of the fitter(s) absence and provide the name of the authorized individual that will fill in until the customary contract staff fitter(s) returns to duty. At the time of award, the contractor will identify both the customary staff fitter(s) and a backup staff fitter to allow all background checks to be completed. The VA specified COR will be informed by the contractor within 4 hours, should the customary contract staff fitter call in sick for one work day or less. The Contractor will inform the COR(s) at a minimum by e-mail.

8.7 All employees assigned as fitters will complete an annual training required by VHA policy including privacy/HIPPA training, cyber security training and any other training specified by the COR at contractor expense via the internet. This includes a background security check initiated before performing any work. This applies to all contract employees requiring any type of IT access. This includes any and all fill in personnel.

8.8 The applicable VA specified COR will contact the IRM help desk and request temporarily disabling the contract fitter(s) access/password. When the applicable fitter(s) return to duty, the contractor will notify the VA specified COR and request the contract employees' access/password be enabled.

8.9 Each contract employee is required to have their own access/password (including fill ins) before beginning work under this contract. NOTE: This password is not to be shared with another person.

8.10 Employees will not be required to work on federal holidays. The national holidays observed by the Federal Government are: The applicable VA specified COR will contact the IRM help desk and request temporarily disabling the contract fitter(s) access/password. When the applicable fitter(s) return to duty, the contractor will notify the VA specified COR and request the contract employees' access/password be enabled.

8.11 Each contract employee is required to have their own access/password (including fill ins) before beginning work under this contract. NOTE: This password is not to be shared with another person.

8.12 This contract is not linked in any way to any current or proposed Veterans Canteen Service (VCS) retail sales agreements and does not obligate the VA facility to enter into the contract optician service. The contractor may NOT elect to sign a separate Retail Sales contract with the VCS for those stations when an Optical Shop is provide by the VA facility. No products upgrades or commissions will be offered to veterans for a price or for additional profit or sale of products separate from agreed upon provisions in this contract by the VHA and the optical vendor.

8.13 Holidays: The ten holidays observed by the Federal Government are:

New Year s Day Labor Day

Martin Luther King, Jr.'s Birthday Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

Or any other day specifically declared by the President of the United States to be a national holiday.

*** When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.

9. QUALITY ASSURANCE SURVALENCE PLAN (QASP):

Contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, resolve identified problems and pursue opportunities to improve patient care. The written plan shall delineate the objective of the quality assurance activities, scope of the activities, activities for monitoring and evaluation, methods of implementation of the monitoring and evaluation activities, methods for reporting results, mechanisms for taking follow-up action and responsibilities of staff for each activity of the quality assurance program. The objectives, scope, organization, and effectiveness of the quality assurance plan shall be evaluated at least annually and revised as necessary. The Contractor shall present their Quarterly Quality Assurance Measures / Data / Outcomes at our Quarterly Assurance Meetings.

9.1 REPORTS

QUARTERLY REPORTS

9.1.1 Contractor shall provide to the Contracting Officer's Technical Representative (COTR), quarterly reports on their customer service surveys to include outline of any specific issues/problems for that month along with their solutions to correct any issues.

9.1.2 Contractor shall provide to the COTR, quarterly activity reports sorted by each medical center, with actual usage data and purchase activity, including subtotals and totals of procurement dollars spent for examinations and eyeglasses.

9.1.3 Contractor shall provide to the COTR, a quarterly report of the number of eyeglasses returned due to contractor error.

All quarterly reports shall be presented by the Contractor at the Quarterly Quality Assurance Meetings.

MONTHLY REPORTS

9.1.4 At the beginning of the month, the Contractor shall provide to the COTR, or local designee, a report containing a list of all eyeglasses that were provide the previous month. This report shall include the invoice date, invoice number, amount, Veteran name, last four of the Veteran SSN, requesting facility, and lens type.

9.1.5 Contractor shall provide to the COTR, a monthly report containing a list of all eyeglasses that have not been picked-up or delivered by the contractor within 30 days to include patient name, last 4 digits of SSN, dates of contact and how was contact made (i.e., phone, email, letter, etc.).

WEEKLY REPORTS

9.1.6 The Contractor shall provide to the COTR, or local designee, a report containing a list of all eyeglasses that were provide the previous week.

All reports shall be submitted ELECTRONICALLY in Excel format and be properly encrypted to ensure the confidentiality of all patient Protected Health Information (PHI).

9.2 CUSTOMER SERVICE

The Contractor shall provide a toll-free telephone number for ordering and customer inquiries and shall designate an employee as a VA customer service person to maintain the account and rapidly resolve any identified problems. Contractor shall develop a customer service survey form to be completed by the veteran. This shall be part of the Contractor's Quality Assurance Program.

9.2.1 The contractor shall submit weekly reports to the ordering VA with the following information:

Work in Progress

Shipping List

Accuracy of Spectacle Fabrication List (in accordance with ANSI Z80.1 and Z80.5 Standards)

9.2.2 If requested by the ordering VA, the contractor will need to be able to provide the following information within 48 hours:

Number of eyeglasses returned due to lab error

Average in-lab process time

Breakage/Spoilage rate

In those cases where the eyeglasses are mailed directly to patient s residence delivery

confirmation should also be included.

9.3 COST SAVINGS:

9.3.1 The contractor shall submit quarterly reports to the contracting officer to provide information on cost savings. The information submitted will be to track the cost savings to the Government by comparing the commercial rate to the government rate for each pair of eyeglasses ordered for that specific quarter.

9.4 INVOICES:

9.4.1 The COR and/or designee will pay for eyeglasses by VA Purchase Card. Therefore, the contractor must provide proof of shipment of eyeglasses with a proper invoice including the information outlined below.

Invoice date

Invoice number

Amount/Cost

Veteran name with last four of the Veteran SSN

Requesting facility

Lens type/information

Prescription

9.4.2 Payment will be made upon written certification from the COR that the prices billed are correct for the prescriptions submitted. Invoices shall be submitted weekly for services rendered. Invoices shall be mailed to the COR of each applicable medical center. Contractor must have the capability to receive orders via facsimile transmission. The Government will submit all available orders to the contractor on a daily basis. Batching of orders is not authorized by either party. Batching (holding all orders to meet a minimum requirement by any or all parties) is not authorized by either party.

9.4.3 The Government reserves the right, at the discretion of the local facility, to make payment in one of two ways as outlined below.

By purchase card, individual purchase orders issued at the time of request

By purchase card, monthly in arears through contracting purchase order

9.5 SPECIAL CONTRACTOR RESPONSIBILITIES

9.5.1 The contractor must possess all licenses, permits, accreditations and certificates as required by law. The Contractor must provide documentation with the submission of proposals.

9.5.2 Quality Assurance: The contractor shall submit by the 5th business day of the following month, reports to the ordering VA with the following information:

Number of eyeglasses returned due to lab error

Breakage/spoilage rate

Date of orders

Shipment dates to VA and/or veteran

VA error rates (errors submitted to the contractor to be processed)

Contractor error rates (errors submitted to VA and/or veteran)

9.6 REPORTS

9.6.1 The Contractor shall provide to the Contracting Officer, semi-annual activity reports sorted by each medical center, with actual usage data and purchase activity, including totals of procurement dollars spent; breaking down by type of lens material and style.

9.6.2 The contractor shall provide to the COR on a quarterly basis a report on patient satisfaction. The survey report will consist of VA customers only and Medical Center specific. The survey will include the following information: Veterans' satisfaction with the quality of product, timeliness of delivery, and for the sites that have fitters how the Veteran felt he/she was treated by the fitter. The report will include individual responses, accumulative report for responses for each question and a graft of the % of positive and negatives for each question. A survey will be conducted randomly for 20 Veterans or 5 % of the orders for that month, whichever is greater.

10. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

10.1 No work can be performed at a VA facility by the (Fitter) Optician without initiation of a background investigation, regardless of whether or not the background investigation delays the effective date. The VA facility will only pay the additional cost per pair on the effective date that the Contractor employee has been cleared to work at the VA.

10.2 VHA SOP 300-010-01 applies to this solicitation in regards to background security investigations, and VA Handbook 6500.6 Contract Security. Contractor is required to provide the background investigation worksheet attached in the solicitation for each Contractor Dispensing Optician offered to the Contracting Officer Representative (COR) at each of the applicable stations.

10.3 Statement of Commitment and Understanding: The contractor shall complete the attached training and certify completion of the training and understanding of their commitment to protect sensitive VA information obtained as a result of performance of this contract to the COR for each individual offered under this contract.

11. KEY PERSONNEL (OPTICIAN) QUALIFICATIONS:

11.1 Personnel assigned by the Contractor to perform the On Site Fitters (Optician) services covered by this contract shall be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia and meet the professional qualification criteria of VA in accordance with VHA Handbook 1105.2. The qualifications of such personnel shall also be subject to review by VA Chief of Staff and approval by VA Facility Director. The Contractor shall be required to submit the following for each key personnel proposed to the Contracting officer and be submitted with its proposal:

Resume

Licenses

Other information required for Background Investigations

11.2 The Contracting Officer and COR shall be notified in writing (either electronically of by hard copy) after award a listing of the key personnel assigned and shall provide certifications and curricula vitae, resumes, and/or other pertinent information on the qualifications of the Dispensing Opticians. The Contracting Officer and COR shall be notified in writing (either electronically or by hard copy) at least 24 hours prior to any changes in key personnel, and shall provide the certifications and credentialing as originally required on any proposed substitutions or changes in personnel. VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the contract.

12. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE SYSTEM (CPARS):

12.1 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 $100,000, 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, the Contractor Performance System (CPARS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies.

12.2 Each contractor whose contract award is estimated to exceed $100,000.00 is required to register with the NIH CPS database at the following web address: http://www.cpars.gov/

Training and help in registering can be obtained by contacting the point of contact information listed at this website and the hyper-link for training or by phone at 207-438-1690.

12.3 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 CPS 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.

12.4 The Duncan Hunter National Defense Authorization Act of 2009 (Public Law 110-417) was enacted on October 14, 2008. Section 872 of this Act required the development and maintenance of an information system that contains specific information on the integrity and performance of covered Federal agency contractors and grantees. The Federal Awardees Performance and Integrity Information System (FAPIIS) were developed to address these requirements. FAPIIS is a distinct application that is accessed through the Past Performance Information System (PPIRS) and is available to federal acquisition professionals for their use in award and responsibility determinations. FAPIIS provides users access to integrity and performance information from the FAPIIS reporting module in the Contractor Performance Assessment Reporting System (CPARS), proceedings information from the Central Contractor Registration (CCR) database, and suspension/disbarment information from the Excluded Parties List system (EPLS).

METRIC PRODUCTS:

13.1 Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard Number 376, and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request shall be made to the contracting officer to determine if the product is acceptable. The contracting officer, in concert with the COR, will accept or reject the product.

AVAILABILITY OF FUNDS:

14.1 Any or all commitment(s) made by the Government under this contract is subject to the availability of funds for Fiscal years 2019, 2020, 2021, 2022 and 2023.

15. CONTRACT ADMINISTRATION DATA:

15.1 Under this contract 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 commitments or issue changes, which 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 contract price to cover any increase in costs incurred as a result thereof.

15.2 Representative of contracting officer in accordance with VAAR 852.270-1: The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority.

16. HIPAA COMPLIANCE:

16.1 HIPAA compliance is required. 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 will required to enter into a Business Associate Agreement (BAA) with VA.

17. HHS/OIG

17.1 To ensure that the individuals providing services under this 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 Health and Human Services Office of Inspector General (HHS/OIG), Lists 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.

18. BUSINESS ASSOCIATE AGREEMENTS:

18.1 Contractor will be required to sign a Business Associate Agreement with the Department of Veterans Affairs Health Administration.

19. BACKGROUND CHECKS:

19.1 Contractor personnel may be required to have background checks completed.

This is a sources sought notice only. The information gathered from this request is for information and planning purposes only and will not be released. This does not constitute a solicitation. No solicitation is currently published, pending, or available. If a solicitation is issued, it will be issued at a later date. Responses to requests for information are not offers and cannot be accepted by the Government to form a binding contract. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this Sources Sought Notice.

Responses shall be submitted to Lynn.Pettit@va.gov no later than 12:00PM CST, Wednesday, January 31, 2018. Fax or telephone calls will not be accepted.

Link/URL: https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25718Q9063/listing.html