Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 11, 2011 FBO #3547
DOCUMENT

Q -- On site optical dispensary and prescription eyeglasses - Attachment

Notice Date

8/9/2011
 

Notice Type

Attachment
 

NAICS

339115 — Ophthalmic Goods Manufacturing
 

Contracting Office

Department of Veterans Affairs;James A. Haley Veterans Hospital (90C);13000 Bruce B. Downs Blvd;Tampa FL 33612
 

ZIP Code

33612
 

Solicitation Number

VA24811RI1144
 

Response Due

8/15/2011
 

Archive Date

11/13/2011
 

Point of Contact

Serena B. Jordan
 

E-Mail Address

972-7591<br
 

Small Business Set-Aside

N/A
 

Description

THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE; THE VA IS NOT SEEKING PRICING OR OFFERS. The Department of Veterans Affairs, Network Contracting Activity-8, in support of James A. Haley Veterans Hospital, is performing market research to compile data regarding: (1) The availability and capability of qualified small business concerns; (2) Identify if there are sufficient number of qualified Service-Disabled Veteran-Owned, Veteran Owned, Small Business, HUB Zone 8(a), Women-Owned, or Small Disadvantaged Business concerns relative to the subject North American Industry Classification System (NAICS) code. Responses to the information requested will assist the Government in determining the appropriate procurement method, including any set-aside decision. Respondents should clearly describe their capabilities to include management experience, equipment and personnel or the ability to obtain them. Furthermore, interested sources must also meet all requirements of Federal, State, and Local Municipal codes regarding operations of this type service. The NAICS code assigned is: 339155 Optical Good Manufacturing and the small business size standard is 500 employees. Not responding to this Sources Sought does not preclude participation in any future or potential solicitation, or Request for Proposal. It is the intent of James A. Haley Veterans Hospital to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Federal Business Opportunity (http://www.fbo.gov) DESCRIPTION OF THE REQUIREMENT: Contractor shall provide all supplies, materials, and labor necessary to perform optical technician services and provide eyeglasses to the entitled veteran beneficiaries of the James A. Haley Veterans Hospital, 13000 Bruce B. Downs Blvd., Tampa, FL 33612, in accordance with all terms, conditions, specifications, provisions and the schedule of this solicitation. Services to include: Providing single lens glasses, bifocal glasses, trifocal glasses and a wide selection of frames and Optical Technician services. The contractor shall have and maintain the appropriate license(s) required to perform in accordance with (IAW) the attached Statement of Work. The projected performance period consists of: One year base period (1 January 2012 - 31 December 2013) with up to four option years. These dates may be adjusted based upon actual date of award. POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: 1. Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size i.e. SDVOSB, VOSB, 8A, etc., and DUNS Number. Proof of Central Contractor Registration and Vet Biz registry (if applicable) is highly desirable. Identify all Joint Ventures and other Teaming arrangements. 2. A brief capability statement demonstrating past performance with relevant contract services in both Prime and or Sub-contractor role. 3. Disclaimer: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. After review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities (http://www.fbo.gov). 4. Submit Capability Statements to: Department of Veterans Affairs, VISN 8 Network Contracting Activity Attn: Serena B. Jordan, no later than 4:00 PM, 15August 2011. Responses must be submitted via e-mail to: serena.jordan@va.gov, or faxed to (813) 631-3353. Note: Do not include Proprietary, classified, confidential, or sensitive information in responses. STATEMENT OF WORK FOR EYEGLASSES Contractor shall furnish eyeglasses to the entitled veteran beneficiaries of the James A. Haley Veterans Hospital's Eye Clinic, 10770 N. 46th Street, Bldg. F, Tampa, FL 33617, in accordance with all terms, conditions, specifications, provisions and the schedule of this solicitation. 1. STANDARD OF PERFORMANCE - The contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription. Contractor shall not add or substitute components or alter the beneficiary's prescription in any way without prior approval and written authority from the Chief, Prosthetics Service/Optician/Chief of Ophthalmology. All items provided by the contractor shall be new. 2. LENSES - All lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of "American National Standards for Ophthalmic Lenses - Recommendation" ANZI Z80.1 All ophthalmic lenses shall be accordance with Food and Drug Administration (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 and polycarbonate ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D may be fabricated in either plus or minus cylinder form, unless positive cylinder form is specified in the order. a. Single Vision Lenses - Lenses shall be available in glass or plastic and polycarbonate. Construction of single vision lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Clear, frames lenses and oversized blanks shall be available. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lenses. b. Bifocal Lenses - Lenses shall be available in glass or plastic and polycarbonate. Construction of bifocal lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, frames lenses and oversized blanks shall be available. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lenses. Lenses shall be available in glass with flattop, executive and round segments. c. Trifocal Lenses and PROGRESSIVE ADDITION LENSES - Lenses shall be available in glass or plastic and polycarbonate. Construction of trifocal lenses and Progressive Lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Add +1.50 to +4.00D, 50% intermediate power. Clear, frames lenses and oversized blanks shall be available. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lenses. Lenses shall be available in glass with flattop, executive and round segments. The contractor shall provide any special lens design (shall be available in prismatic lens, cataract lens, aspheric lens, and slab-off prism). The consult provided by the VA Eye Clinician shall provide these specific requirements Charges shall be in accordance with the contractor current regular published list price. Such price list shall be provided to the contracting officer upon contract award. Updates shall be furnished to the contracting officer upon publication. 3. FRAMES - All frames shall be fabricated in accordance with the current edition of the "American National Standard Requirements for Dress Ophthalmic Frames" ANZIZ80.5. Upon contract award, the contractor shall provide a sample kit consisting of samples of each available size combination and color of each frame required under the pricing section of this section of the solicitation, to allow for different eye sizes, bridge sizes, temples, and colors. New frame samples shall be provided with each contract renewal. When fulfilling prescriptions, the contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. In addition, the contractor shall furnish one eyeglass case for each pair of eyeglasses. Stocked frame selection of 250 pairs to consist of the following selection: 100 Male (10% stainless steel or titanium and 10% zyle) 50 Female (10% stainless steel or titanium and 10% zyle) 50 Unisex (10% stainless steel or titanium and 10% zyle) 50 Safety Frames - 20 male, 20 female and 10 unisex 4. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE - Under normal circumstances, VA shall require the contractor to deliver items ordered under this contract no later than ten (10) days after receipt of a purchase/delivery order. The contractor shall notify the VA Prosthetic Representative and show cause in the event that he is unable to deliver the required items in accordance with the VA's required delivery date. Failure by the contractor to provide a written notification within 48 hours of fax confirmation of purchase/delivery order constitutes receipt of an order. Delivery of eyeglasses shall be made to the designated address of ordering facility, as indicated on the order received by the contractor. Special orders - <10 per month shall be expedited within a 3-day timeframe and will be annotated on the consult that this is a Special Order and needs to be expedited due to the medical necessity of the patient. As the agent of the VA Medical Center Prosthetics Program, the contractor must be in compliance with the current Joint Commission standards as outlined in the chapters on Patients Rights and Organization Ethics, Improving Organization Performance, Management of Human Resources, Surveillance, Prevention, and Control of Infection, Quality Performance Improvement and Management of Information, while performing this contract. During the one (1) year period after acceptance, 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 their error, the corrected glasses shall be returned to the VA facility within three (3) calendar days of receipt of defective glasses. The contractor shall perform with a documented error return rate that does not exceed 5% of overall production. The government reserves the right to have eyeglass manufactured with incorporated errors correctly provided through alternate sources at cost to the contractor with the cost exceeds contracted cost and rate of errors exceeds 5%. 5. QUALITY ASSURANCE - Contractor is responsible for quality assurance (i.e. mailing letters/post cards) for not less that 5% of veteran beneficiaries ascertaining receipt of eyeglasses and date of receipt of glasses. The letters/postcards shall be forwarded to the Prosthetic and Sensory Aids Service, quarterly. The Contractor shall meet quarterly with clinical staff and Prosthetics COTR. The contractor shall take immediate action to notify the Contracting Officer in the event of a product, piece of equipment or item supplied under this contract that is deemed dangerous, hazardous, unsafe, requires modification, is removed or recalled by the contractor or manufacturer. This includes any safety alerts issued in regard to an established contract, any required modification, removal or recall that is suggested or mandated by a regulatory or official agency. The following steps will immediately be taken by the contractor: (a) Notify VA Medical Center, Contracting Officer, 13000 Bruce B. Downs Blvd., Tampa, FL 33612, in writing. (b) The notice shall be signed and consist of two copies of the official notification and shall include, but not be limited to the following: (1) Complete item description and/or identification, serial numbers, and the contract number/purchase order number assigned as a result of an award on this solicitation; (2) Reasons for modifications, removal or recall; and (3) Required instructions for return for credit, replacement or corrective action; (4) Contact person's name, title, address and phone number. (c) The contractor shall maintain a record system, documenting any of the above incidents by the date, time and description of the action that prompted this action to be taken. A waiver/exception to the product and service delivery requirements stated above may be granted on a case by case basis by the VA Prosthetic COTR in the event that it is determined these requirements would place an undue burden on the veteran or that specific circumstances warrant it. The contractor must have the capability of producing a minimum of 35,000 pairs of eyeglasses per year with a minimum of 4 opticians serving veterans working every day 8:30 AM - 7:30 PM. A minimum of three (3) year's experience in dispensing optical services is required to perform under this contract. Copies of experience for all employees to perform under this contract must be provided to the contracting officer with this proposal, outlining the name, education/training, position, title, principal responsibilities, and experience. This information is also required on new hires, after award of the contract within 14 calendar days of being hired by the contractor. The contractor shall be guided by a quality control team that meets on a regular basis. Information on the quality control team must be submitted with the proposal and must reflect the team's protocol and scope of authority with regards to corrective actions. 6. EQUIPMENT - Contractor furnished equipment or Government-owned equipment shall be maintained per manufacturer's specifications or JCAHO requirements whichever is more stringent. Contractor owned equipment shall be repaired or replaced at no cost to the Government when breakdown or malfunctions is due to normal usage or due to the fault of the contractor. 7. INVENTORY - The Contractor shall maintain an adequate inventory of all items covered by this solicitation and shall provide a similar or equal item if stock is not immediately available and in case of emergency. Any substitute items shall be approved by the COTR. The Contractor shall be staffed and stocked to render prompt service and shall be equipped and trained to render satisfactory and courteous service at all times to the veteran beneficiaries. 8. PRESCRIPTIONS - Electronic consults and purchase orders will be used to place the eyeglass orders with the Contractor. The Contractor must 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 able to accept faxed orders. The Optical Technician shall submit all available orders to the Contractor on a daily basis. Batching of orders is not authorized by either party. No fabrication of glasses shall begin prior to receiving a VA purchase order number from the Optical Technician which will be received from the Prosthetics Purchasing Agent. SPECIAL CONTRACT REQUIREMENTS The contractor agrees in accordance with the terms and conditions stated herein, to furnish James A. Haley Veterans Hospital Eye Clinic, 10770 N. 46th Street, Bldg. F, Tampa, FL 33617, the services and prices specified in section entitled Schedule of Supplies/Services of this contract. 1. SERVICES: a. The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer and shall be approved by the VA Under Secretary for Health or his/her designee. b. Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming. c. The services to be performed by the contractor will be under the direction of the Chief Prosthetics Officer and the Chief of Ophthalmology. d. The contractor may be required to remove any personnel who is found not to practice within acceptable medical standards of care, violates patient care policies, or commits an unlawful act or act of patient/staff abuse including sexual harassment. e. The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the of the VA facility. 2. TERM OF CONTRACT: This contract is effective 1 year from date of award plus 4option years that may be exercised. The contract is subject to the availability of VA funds. The contractor shall perform no service after September 30 of each year, until the contracting officer authorizes such services in writing. 3. PAYMENT: Payment will be made at least three (5) times per week for provided supplies and services by way of Third Party (Government Credit Card). Contractor shall be classified a level 2 Credit Card User. Invoices will be provided to Prosthetic Purchasing Agent by CD format using the purchase order number for reference due to HIPAA regulations. 4.HIPAA COMPLIANCE - Health Insurance Portability and Accountability Act of 1996: The Contractor shall be required to be in compliance with HIPAA requirements 5.QUALIFICATIONS: a.Personnel assigned by the contractor to perform the services covered by this contract meet the qualification/skills requirements of this work statement. The qualifications of such personnel shall be subject to review by COTR supported by clinical staff review and recommendations. b. The VA reserves the right to refuse employment under this contract or require dismissal from contract works of any contract employee whom, by reason of previous unsatisfactory performance at the VA or unsatisfactory performance. 6.TRAINING: The VA will provide training associated with access and operation of the VA computer system. 7.WORK HOURS: The services provided under this contract shall be furnished by the contractor as defined herein. a. Work Hours: Regular working hours is from 8:30 AM. to 7:30 PM, Monday through Friday, Saturday hours is from 8:00 AM-5:00 PM, excluding legal holidays. Upon reasonable notice to the contractor, the VA may change the work hours as required by the needs of the clinic. b. National Holidays - The Federal Government observes ten (10) days as National Holidays and these include: New Year's Day, Washington's Birthday, Martin Luther King's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas and other days specifically declared by the President of the United States to be a national holiday. c. Non-work hours are hours from 7:30 PM to 8:30 AM, Friday through Monday, Sunday and national holidays. 8. PERSONNEL POLICY: a. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel: "workers compensation "professional liability insurance "health examinations "income tax withholding, and "social security payments b. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. c. Personnel furnishing services under this contract will comply with annual infection control training, safety training and annual TB testing as applicable to the VA. It is the contractor's responsibility to comply, monitor and document the timely testing of their employees. 9. CONTRACT PERFORMANCE MONITORING: a. Contracting Officers Technical Representative (COTR) - 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. A copy of the designation will be furnished to the contractor after notice of award. b. The COTR is responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer by the COTR. c. Performance Standards: 1)VA Optical tech (VA employee) will review monthly for optical remakes due to contractor error and that they are less than 5%. 2)VA Chief of Optometry and Prosthetic COTR will review that there are no more than 2 unresolved patient complaints concerning contracted Optical Center employee per quarter. 3)VA Chief of Optometry and Prosthetic COTR will review monthly 1% of log reports provided by VA Optical to ensure delivery times are within the 10 day time delivery requirement. 10.MEDICAL RECORDS: Clinical or other medical records of VA beneficiaries provided services by the contractor will be forwarded to the VA. 11. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to task order performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the task order, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. a. Position Sensitivity - The position sensitivity has been designated as Low Risk. B. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries. c. Contractor Responsibilities 1) The task orderor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. 2) The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. 3) The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: (i) Standard Form 85P, Questionnaire for Public Trust Positions (ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions (iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iv) VA Form 0710, Authority for Release of Information Form (v) Optional Form 306, Declaration for Federal Employment (vi) Optional Form 612, Optional Application for Federal Employment 4) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the task order. Failure to comply with the contractor personnel security requirements may result in termination of the task order for default.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24811RI1144/listing.html)
 

Document(s)

Attachment
 

File Name: VA-248-11-RI-1144 VA-248-11-RI-1144.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=229637&FileName=VA-248-11-RI-1144-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=229637&FileName=VA-248-11-RI-1144-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02527464-W 20110811/110809235812-4f2758f0573978dafdb53e664e4fddcd (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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