FBODaily.com | FedBizOpps: FILE | Q | Denver Eye Glasses RFI - Attachment

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 12, 2018 FBO #6137
DOCUMENT

Q -- Denver Eye Glasses RFI - Attachment

Notice Date: 9/10/2018
Notice Type: Attachment
NAICS: 339115 — Ophthalmic Goods Manufacturing
Contracting Office: Department of Veterans Affairs;Network Contracting Office;NCO 19;6162 South Willow Drive, Suite 300;Greenwood Village CO 80111
ZIP Code: 80111
Solicitation Number: 36C25918Q9879
Response Due: 9/14/2018
Archive Date: 11/13/2018
Point of Contact: joshua.gallegos@va.gov
E-Mail Address: joshua.gallegos@va.gov
(joshua.gallegos@va.gov)
Small Business Set-Aside: N/A
Description: DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The Department of Veterans Affair, Network Contracting Office 19, is requesting feedback for a potential requirement for eye glasses for the Eastern Colorado Healthcare System. Please provide feedback on the attached statement of work to joshua.gallegos@va.gov by 5:00PM MST 14 September 2018. PERFORMANCE WORK STATEMENT PRESCRIPTION EYEGLASSES 1.SCOPE: 1.1 The Department of Veterans Affairs (VA) has an ongoing program to provide eyeglasses to veterans. 1.2 The Contactor is to provide eyeglasses according to the contract specifications for beneficiaries of the Department of Veterans Affairs. The Eastern Colorado Healthcare System currently furnishes an estimated 10,000 pairs of eyeglasses annually to eligible veterans. 1.3 DELIVERY: a. 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 Veteran, the designated address of the veteran or contracted ordering facility, as indicated on the prescription/order (CPRS Prosthetics Eyeglass consult/VA Form SF 513 see Attachment A). All eyeglasses (each pair) 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 or email 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 s Representative (COR) 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 COR or 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 VA 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 Eastern Colorado Healthcare System, Prosthetics Sensory Aid Service (PSAS) Facility Addresses: PSAS FACILITY ADDRESSES: Eastern Colorado Health Care System, Prosthetic Treatment and SCI Support Center: 14400 E. Jewell Ave Aurora, CO 80012 2. ADDITIONAL SERVICES/SUPPLIES: 2.1 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 (18-100). 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 Eyeglass Care and Cleaning: a. 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: a. The number of patients covered by this contract is expected to increase/decrease dependent upon beneficiaries added or removed. b. The Contractor shall, upon receipt of an eyeglass prescription/order provided by authorized VA facility designee facility and, 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). c. Verification of prescription and delivery to the veteran or VA shall be documented and provided to the VA each month. This should include which eye glass orders have been received, in the fabrication process and final delivery made. This should be done at least bi-weekly. Contractor shall not add or substitute components or alter the veteran s Z prescription in any way without prior approval and written authority from the authorized VA designee. All items provided by the contractor shall be new. 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 opthalmic 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. a. Single Vision Lenses Lenses shall be available in glass, plastic or polycarbonate. 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. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. b. Bifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate. 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. Progressive Bifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate. Construction of no-line 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 no-line bifocal vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. c. Trifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate. 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. d. Progressive Lenses: Lenses shall be available in glass, plastic, polycarbonate, and high index materials. Photochromatic lenses must also be available. Progressive lens style/layout shall be the same for all materials. Progressive style hsall be considered soft in design. Construction of lenses shall include spheres, plano-cylinders, an dsphero-cylinders in all powers. Add powers of +1.00 to +3.50 shall be available. Non-adaptive would be replaced by lines bifocals or trifocal at no charge to the VA. Oversized blanks shall be available when needed. All senses shall be placed in frames unless otherwise requested. 5. FRAMES: The contractor 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 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. 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 of privately owned frames at no cost to the VA or beneficiary. 6. PERFORMANCE, DELIVERY, INSPECTION AND ACCEPTANCE: 6.1 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. 6.2 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. 6.3 Backorders: 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. The COR will approve will approve substitutes. a. The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt. 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. For correction of a problem due to contractor error, the corrected glasses shall be returned to VA facility or veteran within three (3) business days of receipt of the defective glasses. b. 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. Number of patients and identified patients affected 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). 6.5 Quality Control: 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) 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. 7. METRIC PRODUCTS: 7.1 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. 8. Contracted personnel must be able to pass VA background and receive VA PIV badge. 9. CONTRACT ADMINISTRATION DATA: 9.1 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. 9.2 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. 10. HIPAA Compliance. 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. 11. HHS/OIG 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. 12. Business Associate Agreement. Contractor will be required to sign a Business Associate Agreement with the Department of Veterans Affairs Health Administration (see attachment B).
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Document(s): Attachment; File Name: 36C25918Q9879 36C25918Q9879_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4583631&FileName=36C25918Q9879-008.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4583631&FileName=36C25918Q9879-008.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN05081913-W 20180912/180910231647-e0f5e3a94ac7f8811204767d6259040e (fbodaily.com)
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Q -- Denver Eye Glasses RFI - Attachment