Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 24, 2019 FBO #6271
SOURCES SOUGHT

Q -- 36C245-18-AP-1539 - VISN 5 Eyeglasses Maryland, WV and DC areas SOURCES SOUGHT ONLY THIS IS NOT A SOLICITATION

Notice Date

1/22/2019
 

Notice Type

Synopsis
 

NAICS

339115 — Ophthalmic Goods Manufacturing
 

Contracting Office

Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 306A;Martinsburg WV 25405
 

ZIP Code

25405
 

Solicitation Number

36C24519Q0065
 

Response Due

1/31/2018
 

Archive Date

4/1/2018
 

Point of Contact

304-263-0811 x3052
 

Small Business Set-Aside

N/A
 

Description

This is a sources sought announcement for information and planning purposes only. This is not a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. A contract may not be awarded because of this source sought announcement. The purpose of the sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(A), Hubzone and other small businesses interested and capable of performing the work. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possess the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice should be sent to Linda.Smith6@va.gov no later than February 4, 2019 at 1400 EST. The following information must be provided: (A) Name of company (B) Address (C) Point of contact (D) Phone and email (E) Duns number (F) Cage Code (G) Tax ID number (H) Type of small business (I) Capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described VISN WIDE EYE GLASSES GENERAL CONTRACT REQUIREMENTS Scope of Work: The Department of Veterans Affairs (VA) has an ongoing program to furnish eyeglasses to those veterans that require them and for those that are eligible for assistance. It is the VA's intent to solicit offers and award a contract or contracts on a competitive basis under the authority of Title 38 U.S.C. Section 8123 for a firm fixed price. VISN 5 Facilities that choose to have contracted Optician Services require the contracted vendor to supply a Licensed Optician to each VA Medical Center electing to provide space for an Optical Shop, for measuring and fitting of all Veteran patient prescriptions provided by the Doctors in the respective VAMC Optometry or Ophthalmology departments. Pricing Schedule: Under this contract, the Contractor is required to provide a complete pair of glasses and outline the prices with and without Optician Services. However, the VA reserves the right to purchase any item in the Schedule as well. Solicitation: This solicitation adheres to the format defined in FAR 12.303 for the acquisition of commercial products. Solicitation of Beneficiaries: The Contractor agrees not to directly or indirectly, through agents, solicit eligible veteran beneficiaries. VA personnel shall not direct, guide or prompt a veteran beneficiary to a specific contractor except when an Optometrist or Ophthalmologist determines that it is a medical necessity. All eligible veteran beneficiaries shall be given the name of the awarded provider with the following header statement in bold face type: ANY ATTEMPT TO INFLUENCE YOUR DECISION OR TO DIRECT YOU TO ANY PARTICULAR CONTRACTOR SHOULD BE REPORTED TO THE MEDICAL CENTER DIRECTOR OF THIS FACILITY. Standards of Performance: The Contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription that has been provided by the VA Clinic Team, Chief, Prosthetics, and/or authorized designee. The Contractor shall not add or substitute components or alter the beneficiaries' prescription in any way without prior approval and written authority from the VA Clinic Team, Chief of Prosthetics, Network COR (Contracting Officer Technical Representative) and/or authorized designee. All items provided by the Contractor shall be new. Substitutions: If contract frames are not available and substitutions are requested, the contractor shall notify the Network COR and the Prosthetic Services at the respective medical center notifying them of the requested substitute. All substituted frames shall be of equal or greater quality at no additional cost. Substitutions shall not be made without prior notification to the Network COR and facility. Lenses: All lenses shall be fabricated and provided in accordance with the standards set forth in the current edition of American National Standards Institute for Ophthalmic Lenses - Recommendation ANSI Z80.1, 2005 Edition. All ophthalmic lenses shall be in 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 ophthalmic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power of less than 1.5D or greater than 1.5D shall be fabricated in minus cylinder form, unless positive cylinder form is specified in the order. Single Vision Lenses. Lenses shall be available in glass, plastic or polycarbonate and need certain hi-index, i.e. 1.65. 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. Bifocal Lenses. Lenses shall be available in glass, plastic or polycarbonate and hi-index. 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. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens 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. Lenses shall be available in glass with flattop, executive and round segments and polycarbonate with flattop segments. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. The Contractor shall provide any special lens design. Special lenses shall be available in opaque, frosted or black, balanced lens, prismatic lens, cataract lens, aspheric lens, and slab-off prism. These requirements will be specified by the Government on the prescription/order. Charges shall be in accordance with the Contractor's current regular published list price (to be provided immediately after award). Updates shall be furnished upon publication. Frames: All frames shall be fabricated in accordance with the current edition of the American National Standards Institute Requirements for Dress Ophthalmic Frames ANSI Z80.5, 2004 Edition. All items provided by the contractor shall be new. The Contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. Titanium frame options (for those with allergies) Options for larger frames (specifically wider frame) Plastic and/or plastic temples Eyeglass Case: One eyeglass case shall be provided at no additional cost to the Government with each pair of eyeglasses furnished. Eyeglass cases shall be the sliding style or snap style at the discretion of the beneficiary. Upon contract award, the Contractor shall provide free sample frame sets to each medical center and eye clinic in each available size combination and color of each men s, women s and unisex frame to allow for different eye sizes, bridge sizes, temples and colors. New frame samples shall be provided with each contract renewal at no charge. There will be no charge for those frames not returned to the contractor during or at the end of the contract. Metal frame samples shall include both adjustable nose pads and fixed bridges. New frame samples shall be submitted prior to each contract renewal. These frames must be approved by the VA prior to contract performance. Any proposed substitutes for, or changes to; the approved frames must be approved in writing by the Contracting Officer s Representative (COR). Upon contract award and upon COR written approval of the submitted frames, the contractor shall provide, to the VA Healthcare System, two (2) sample kits and two (2) display cases for frames at no charge. 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 or in case of emergency. The contractor will work with their suppliers to ensure stock is maintained at all times and no undue delays are incurred. Any substitute items shall be approved by the COR. 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. Prescribing Errors: The Contractor shall make corrections in prescribing errors at no cost to the Government. Mounting Lenses: Contractor shall mount lenses for patient owned frames when requested. Government will deliver patient owned frames to the Contractor. Contractor is responsible to meet the five-day delivery schedule after receipt of the eyeglass frame and delivery order. Error/Defect Limitation: No more than a two percent error/defect tolerance of prescribed of prescribed frame measurements and lens refraction will be acceptable. Exceeding the two (2) percent requirement for orders placed by any one given facility will be grounds for possible termination. This requirement will be strictly monitored. Direct Mail: Direct mail from the Contractor to the veteran shall be available upon request of the ordering facility at no additional charge. Contractor shall mail (at the least via priority mail) eyeglasses in sufficient time to meet the seven-business day delivery. Contractor shall submit written notification to the ordering facility, noting to whom the eyeglass was addressed, delivery order number and date of mailing. For all VISN 5 Facilities, the VA reserves the right to have the eyeglasses delivered to the VA Eye Clinic at no additional charge to confirm the proper fitting of the eyeglasses with the patient; for those VISN 5 facilities with contracted Optician services, the contract Optician would confirm the fitting with the patient at no additional charge. Orders: Contractor must have the capability to receive orders via facsimile and/or electronic encrypted transmission. Batching: The Government will submit all orders to the Contractor as soon as possible after they are made available to VA purchasing staff. It is acknowledged that batching may occur by either the Government or the Contractor. Vendor will submit weekly via IPPS payment system. Salvage: If a veteran beneficiary dies prior to delivery and acceptance of eyeglasses, VA shall pay the Contractor for the work performed up to the point that they are notified to stop work. The price to be paid shall be mutually agreed upon and shall not exceed the contract price of the eyeglasses less the salvage value of the unused components. Performance, Delivery, Inspection and Acceptance: Under normal circumstances, the Contractor is required to deliver items under this contract no later than seven Federal working days after receipt of a purchase/delivery order. The Contractor shall notify the VA Prosthetic Representative and/or the Network COR 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 48 hours as specified above constitutes receipt of an order. 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 a request and an expedited delivery date shall be mutually agreed upon. Failure by the Contractor to deliver the ordered eyeglasses on an expedited basis, or otherwise fulfill the agreed upon requirements shall constitute an event of default, and the Contracting Officer shall undertake any action authorized pursuant to this solicitation, or otherwise in accordance with applicable statues and regulations. During the 90-day period after acceptance, all necessary adjustments (i.e., material defects, distortion, etc.) shall be made by the Contractor. The Contractor warrants/guarantees the eyeglasses against defective 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 of alteration by anyone other than the Contractor. If eyeglasses are returned to the Contractor for correction for a problem due to their error, the corrected glasses shall be returned to the VA facility within three days of receipt of the defective glasses. The Contractor shall immediately notify the Contracting Officer, the COR and all affected VA facilities and contracting activities in the event of a product recall, removal, required adjustment, or required modification that is suggested or mandated by the Contractor, distributor, manufacturer, or any other regulatory or official agency. The information that shall be included in this notification includes: A complete item description, identification; Administrative identification data including contract number, order numbers and order date; Reasons for recall, removal, adjustment or modification; and Instructions for appropriate corrective action. A waiver/exception to the product service delivery requirements stated above may be granted on a case by case basis by the VA Prosthetic Representative and/or the Network COR if it is determined these requirements would place an undue burden on the veteran or that circumstances warrant it. Delivery Locations: VAMC MARTINSBURG VAMC BALTIMORE VAMC WASHINGTON 510 BUTLER AVE. 10 N GREEN STREET 50 IRVING ST. NW MARTINSBURG, WV 25405 BALTIMORE, MD 21201-5182 WASHINGTON, DC 20422 VAMC Clarksburg VAMC PERRY POINT VAMC Beckley Louis A. Johnson VAMC PROSTHETICS DEPARTMENT (121) 200 VETERANS AVENUE 1 MEDICAL CENTER DRIVE BUILDING 6H ROOM 14 BECKLEY, WV 25801-6444 CLARKSBURG, WV 26301 PERRY POINT, MD 21902 VAMC HUNTINGTON 1540 SPRING VALLEY DRIVE HUNTINGTON, WV 25704-9300 Exact delivery points will be indicated on each individual delivery order. Authorization Form: The Government will use VA Electronic Eyeglass Request Consult Form 513 to place orders with the Contractor. The Contractor shall submit VA Form 513 order and an invoice, if used, upon delivery of an order back to the VA Medical Center. The Contractor must be able to accept facsimile and/or electronic encrypted transmission of eyeglass orders. Federal 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. Contractor shall not be responsible for providing services on Federal Holidays, but is responsible for coverage of an Optician while the individual is on vacation and will make a documented attempt to provide coverage for sick leave. *** 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 Contracting Officer: 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 the contract price to cover any increase in costs incurred as a result thereof. All correspondence and any questions will be directed to the Contracting Officer for advisement. The Contracting Officer's address is VA Medical Center Washington, DC. Any technical questions pertaining to this contract should be directed to the Contracting Officer's Technical Representative (COR) as delegated by the CO. (Refer to Delegation of Authority issued after award). The COR has duties and limited responsibilities as detailed in the Delegation of Authority, which the Contractor is cautioned to read. The Contractor may be held liable if they follow direction for which the COR has no authority to issue. Payment and Invoices: Invoices submitted for payment shall include the contract number, purchase/delivery order number, beneficiary s name; detail of work accomplished, HCPCS Codes for each item, and must be accompanied by a copy of the signed acceptance receipt. All invoices will be submitted in accordance with the addresses provided on the purchase/delivery order. The preferred method of payment will be the Government Purchase/Visa Credit Card and the Contractor must can accept it for payment. The contractor will also need to be able to process at Level II. If this involves additional machinery or computers, this will be at the contractor s expense. In using the Government Purchase Card/Visa, a credit card receipt with the invoice and signed acceptance receipt must still be forwarded to the appropriate VA facility as soon as the transaction has been completed in accordance with the guidelines and time frames in utilizing the Government Purchase/Visa Credit Card. The Government Purchase Card should not be charged until the eyeglass pair(s) are delivered and accepted. The contractor must can submit invoices via electronic encryption transmission to the appropriate VA facility and/or centralized VISN 5 Prosthetics Purchasing Department. If this involves additional machinery or computers, this will be at the contractor s expense. Optician Services: The contractor will be provided a space within any VISN 5 Medical Center or Outpatient Clinic electing to provide space for an Optical Shop who have an established Eye Clinic to measure and fit eligible Veterans entitled to government provided eyewear. There will be no measuring and fitting of VA patients done in the eye clinic. There is no minimum guarantee of provision of any space for Optical Shop(s) and this is solely at the discretion of each of the VISN 5 facilities space availability and needs for Dispensing Opticians. When an Optician is selected by the contract vendor, the VISN 5 facility with the Contracting Officer and COR - will have discretion on the selected Optician regarding the person having suitable experience and qualifications to meet the workload at the location. The VAMC must concur with selection of the contract Optician, and the Optician must successfully complete the vendor and VA background requirements, new employee orientation to VA procedures, and mandatory training requirements. If any of these areas are deficient, the contract Optician will be unable to work at the VA location. The contractor shall supply a certified Optician with appropriate ophthalmic dispensary training to each VA Medical Center in the VISN 5 electing to provide space for an Optical Shop, for the purpose of measuring and fitting of all Veteran patient prescriptions provided by the VAMC Optometry or Ophthalmology clinics. The certified Optician must also be able to verify eye glass prescription specifications provided by the VAMC providers as indicated here. Provision of space for an Optical Shop is not contingent upon any VCS Retail Sales agreements and is at the sole discretion of the VISN 5 facility and their space availability and needs. Contract pricing for Eyeglasses WITH and WITHOUT OPTICIAN Services is outlined in the Pricing Section of this contract solicitation. VISN 5 Facilities are not required to have contract Optician services. VISN 5 Facilities who choose to have Optician services provided through the contract vendor have the option to pay for the eyeglasses and Optician services in one combined purchase card payment or pay for the eyeglasses and Optician services separately. If done separately, the payment of Optician services can be processed by separate daily, weekly or monthly billing. This will be determined following the award of the contract by the Contracting Officer, in communication with the contract vendor and COR. Service hours for the contractor to provide fitting, repair and measuring of patients is Monday thru Friday from 8:00am until 4:30pm except for authorized Federal Holidays. These holidays are: New Year s Day (Jan 1)/Observed, Martin Luther King Birthday, George Washington s Birthday (President s Day), Memorial Day, Independence Day (July 4), Labor Day, Columbus Day, Veterans Day Observed, Thanksgiving Day, and Christmas Day/Observed. All vacations by the contract Optician must be covered by the contract vendor with an equally qualified and trained Optician for the entire vacation period. For instances of sick leave by the contract Optician, the contract vendor will make a documented attempt to provide coverage. If the sick leave is greater than 3 continuous days, the contract vendor must provide an equally qualified and trained Optician for the remaining sick leave period. 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 where an Optical Shop is provided by the VA Facility. No product 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 VHA and the optical vendor. All contract Opticians will have access to patient healthcare information (PHI) and to the VA information System (VistA) and shall be required to submit information for a Background Investigation and security clearance. The contract Optician will be required to attend VA new employee orientation and complete all mandatory VA training in VHA safety and security principles, and any other applicable directives, on an annual basis. The requirements are outlined below. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All Contractor employees and subcontractors working with sensitive VA information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same type of data or information. These personnel 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 contract 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 contract, the prime Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Position Sensitivity - The position sensitivity shall be as designated by the VA Sponsor or Contracting Officer Technical Representative (COR) assigned to the contract. Most investigations required are Low Risk although some key positions may be designated at higher levels. The risk level designations for public trust positions and the corresponding background investigation levels are defined in VA Directive 0710. Performance - Contract performance shall not commence prior to confirmation from the SIC that the investigative documents have been submitted. The VA Security and Investigation Center (SIC) will notify the VA Contracting Officer, VA Sponsor (COR), and the Contractor upon receipt of the appropriate investigative documents. Contractor Responsibilities - The Contractor shall complete the required documents for each individual and provide a copy to the COR and the Contracting Officer within 7 days of contract award. The information is necessary for the Contracting Officer or designee to initiate the investigation with the VA Security and Investigation Center (SIC) in a Contractor Request Database (CRD). Email contact information MUST be provided for the prime contractor point of contact responsible for ensuring completion of this contract requirement. Failure to provide this information to the COR could result in the forms being returned by the SIC. The Contractor shall submit or have their employees submit directly to the VA Security and Investigation Center (SIC) the necessary forms as instructed via an email from the CRD relative to the level of background investigation requested. Contractors shall be informed of due dates to complete all portions of the investigative package. Reminders notifications will be sent if the complete package is not submitted by the due date. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85or 85P may result in the SIC rejecting the documentation for investigation. The SIC provides a help desk and necessary forms via the VA forms web site, http://www.va.gov/vaforms/search_action.asp: Standard Form 85P, Questionnaire for Public Trust Positions Standard Form 85P-S, Supplemental Questionnaire for Selected Positions VA Form 0710, Authority for Release of Information Form Optional Form 306, Declaration for Federal Employment Optional Form 612, Optional Application for Federal Employment FFD258 U.S. Department of Justice Fingerprint Applicant Chart (hard copy) or verification of electronic fingerprint and (Local VA Form 10-5014 must be completed for obtaining fingerprints at the Carl T Hayden VA Medical Center see attachments) VA Law Enforcement Training Center/SIC Attn: Tony Allen or Donna Landrum, Contracts 2200 Fort Roots Drive, Bldg. 104 North Little Rock, AR 72114 Help Desk Phone: (501) 257-4160 The SIC help desk hour of operation are from 7:30 a.m. to 5:30 p.m. Eastern Time Contractors who have a current favorable background investigation conducted by another Federal agency may be accepted through reciprocation. Members of the SIC staff will coordinate verification of existing favorable background investigations. The Contractor shall bear the expense of obtaining background investigations. The Contractor shall reimburse the VA within 30 calendar days when billed by the VA. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. Government Responsibilities: The VA facility, Fiscal Services, will coordinate the invoices from VA Security on investigations and bill the Contractor. In these instances, the Contractor will reimburse the VA facility within 30 calendar days. A bill of collection will be prepared by the VA and forwarded to the Contractor for payment. Low Risk (NACI) - National Agency Check with Written Inquiries. The case is only open for 30 days except in rare occasions when something in the person s background requires an extension. Moderate Risk (MBI) - Minimum Background Investigation (moderate levels of public trust: e.g., access to facilities or sensitive data) The case has no set amount of time and is done by an actual investigator. We have seen them come back in 45 days or take as long as six months depending on the background of the subject. High Risk (BI) - Background Investigation (high public trust: e.g., access to mission critical data or patients) The case has no set amount of time and is done by an actual investigator. We have seen them come back in 60 days and take as long as a year depending on the background of the subject. The year time frame is rare. The following contract provision is hereby incorporated with full force and effect as if included in the solicitation as applicable to the Dispensing Opticians: OIG STATEMENT: Providers and contracting entities have an affirmative duty to check the program exclusion status of individuals and entities prior to entering into employment or contractual relationships, or run the risk of civil monetary penalties (CMP) liability if they fail to do so. The Contractor shall provide a signed annual report, to the: Need Appropriate Person Listed here Stating each individual or entity under this contract has been checked against the OIG List of Excluded Individuals/Entities http://www.oig.hhs.gov/fraud/exclusions.html And found no individual or entity had been excluded from participation in Medicare, Medicaid and other Federal health care programs. The report will be due each year on the renewal date of the contract. The following contract provision is hereby incorporated with full force and effect as if included in the solicitation as applicable to all contractor personnel: STATEMENTOF 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. The following contract provision is hereby incorporated with full force and effect as if included in the solicitation as applicable to the Dispensing Opticians: see Key personnel section. JOINT COMMISSION ON ACCREDITATION OF HEALTH CARE ORGANIZATIONS (JOINT COMMISSION), CMS AND OTHER SPECIAL REQUIREMENTS Where the contract does not require Joint Commission accreditation or other regulatory requirements regarding worker competency, the Contractor must perform the required work in accordance with Joint Commission and CMS standards. The Contractor must demonstrate that he/she has met or exceeded Joint Commission and CMS requirements. The contractor is required to develop and maintain the following documents for each Contractor employee working on the contract: credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations, as appropriate.); a current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation; and listing of relevant continuing education for the last two years. The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the VA Contracting Officer s Technical Representative (COR), or upon request, for each Contractor employee working on the contract. The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained (for Opticians: certified by the appropriate certifying body) and completely competent to perform the required work. lThe Contractor is required to maintain records that document competence/performance level of the Contractor employees who participate in this contract are in accordance with Joint Commission, CMS and other regulatory body requirements. The Contractor will provide a current copy of the competence assessment checklist and annual performance evaluation to the COR for each Contractor employee working on this contract. When changes in Contractor personnel are approved in accordance with the Key Personnel clause of the contract, the Contractor must provide evidence of orientation, the current competence assessment, and current performance evaluation that supports the above. Where the contract does not require Joint Commission accreditation or other regulatory body requirements, the Contractor must perform the required work in accordance with Joint Commission and CMS standards. A copy of these standards may be obtained from the Joint Commission on Accreditation of Healthcare Organizations, One Renaissance Blvd., Oakbrook Terrace, IL 60181. The websites for Joint Commission and CMS are: http://www.jointcommission.org/Standards/; http://www.cms.hhs.gov/ SPECIAL CONTRACT REQUIREMENTS 1. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS: The Contractor shall assign to this contract the following key personnel: all individuals providing supplies and services to VA Beneficiaries AND for whom information about education and training is required to be submitted as a part of the response to this Request for Proposal including, but not necessarily limited to, those individuals who must meet the training requirements set forth in the GENERAL REQUIREMENTS SECTION. Personnel assigned by the Contractor to perform the Dispensing 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 Contracting Officer and COR shall be notified in writing (either electronically of by hard copy) after award a listing of the key personnel assigned at the main vendor location and shall provide certifications and curricula vitae, resumes, and/or other pertinent information on the qualifications of the Dispensing Opticians at the VA Medical Centers and Outpatient Clinics. a. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions. b. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. If the VA does not agree with the proposed substitutes and their qualifications, then VA will terminate the contract and the contractor will not get the $4000 minimum. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications/ certifications/credentialing to the key person. VA reserves the right to approve the assignment of individual personnel furnished by the Contractor to perform the functions specified in the contract. Any period exceeding two weeks will require the procedure stated in paragraph (b) above. 2. HHS/OIG To ensure that the individuals providing services under the 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), List 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. 3. CONFIDENTIALITY OF PATIENT RECORDS The Contractor is a VA contractor and will assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. The contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the sharing agreement, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.552a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over the Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. The contractor will have and maintain access to digital certificates for all key staff for the safe electronic transmission of patient information via patient encryption (e.g. PKI). The VA can assist the contractor in getting PKI access. Any initial or recurring costs that may be incurred are the responsibility of the contractor. 4. PRIVACY POLICY TRAINING All contractor and subcontractor employees performing work under this contract and having access to patient records and other privacy act information are required to complete the Veterans Health Administration (VHA) s mandatory VHA Privacy Policy training course. The course is available on-line at the VHA Employee Education System (EES) website: https://www.ees-learning.net/librix/loginhtml.asp?v=librix Instructions: The basic course is designed to be finished in 50-60 minutes. If you choose to read information behind the MORE buttons, self-test questions, and scenarios, it may take you an additional 30 minutes to finish. When the course is successfully completed, a training certificate will be issued on-line. First-time users will set up a profile and choose a username and password. After login, choose Available Courses on the left. Enter Keyword: Privacy, then choose Search. Courses will come up on the screen; choose SIGN ME UP for the listing: VHA Privacy Policy Web Training. A new screen will come up with the course click the course link and proceed with the online training and print the certificate at the end of the web training. Submittal: Training completion certificates or proof of training for contractor furnished training for all applicable contractor and subcontractor employees shall be forwarded as one submittal package to the Contracting Officer within ten (10) calendar days of Contract or Purchase Order Award. Business Hours: The administrative business hours for the VA are 8:00am - 4:30pm, Monday through Friday, Federal Holidays and weekends excluded. No closure of the optical shop. The shop must remain open at all time. QUALITY ASSURANCE SURVEILLANCE PLAN For: Eyeglasses and accessories (and Optician Services as applicable) as listed herein Contract Description: Furnish Prescription Eyeglasses for Veteran Beneficiaries of the Department of Veterans Affairs VA Capital Healthcare System; VAMHCS (Baltimore, MD); VA Medical Center, Washington DC; VA Medical Center, Martinsburg, WV, Beckley WV, Clarksburg WV, Huntington WV and all other VISN 5 Optometry and Ophthalmology Locations as requested. Services shall include the following: Providing single lens glasses, bifocal glasses, trifocal glasses and a wide selection of lenses and frames; and for those VISN 5 Facilities that choose to have Optician Services: provision (fitting), maintenance and repair of eyeglasses at the patient s point of care. 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: What will be monitored. How monitoring will take place. Who will conduct the monitoring. How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a living document and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 2. GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel shall oversee and coordinate surveillance activities. a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor s performance. Assigned CO: Organization or Agency: Department of Veterans Affairs, VISN 5 Consolidated Contracting b. Contracting Officer s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government s behalf. Assigned COR: VISN 5 Facility Prosthetic and Sensory Aids Service Managers c. Other Key Government Personnel VISN 5 Prosthetics Manager/Representative; Facility Prosthetics Managers; Lead Prosthetics Purchasing Agent 4. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Task ID Indicator Standard Acceptable Quality Level Method of Surveillance Product Quality 1 Contract prescriptions filled accurately. The vendor shall monitor the type and total number of returns/ remakes by VA location. Incidence of laboratory errors shall not exceed 2%. 95% The vendor shall report on a quarterly basis the type and total number of returns/remakes by VA location. Volume 2 The VA and vendor shall review the total number of eyeglasses and the number and type of lenses and frames provided in the contract. The vendor will provide complete eyeglass data in a timely manner. Contract estimates plus/minus 10% The vendor shall report on a quarterly basis for each VA location by the 15th day following the end of the quarter: the number of eyeglasses made; the total number and type of lenses; and the total number and type of frames. The report must be all inclusive of the categories outlined in the estimated quantities section. Timeliness 3 The vendor shall monitor the turnaround time for prescriptions by VA location. Turnaround time for eyeglasses will be no more than 7 business days. 95% The vendor shall report on a quarterly basis on the 15th day of the following month the turnaround time for prescriptions by VA location. Patient Safety 4 Patient safety incidents must be reported to the authorizing VA medical center and the Network COR. They must be investigated, confirmed and resolved. All patient incidents are reported immediately (within 24 hours.) All incidents are investigated, confirmed and resolved and documented via an electronic encrypted patient log. 100% Patient and/or Staff Observations will be recorded in an electronic encrypted log. Patient Satisfaction 5 Patient complaints about the quality of care are reported to the COR and the Contractor for resolution. All patient complaints are reported immediately (within 24 hours.) All incidents are investigated, confirmed and resolved and documented via an electronic encrypted patient log. 99% Patient and/or Staff Observations will be recorded in an electronic encrypted log. Access 6 For Optician Services rendered, the patient must be seen by an Optician in a timely manner. Eyeglasses should be ordered/fitted, delivered, and repaired as requested in a timely manner. Within 20 minutes of scheduled appointment or sooner for fittings/repairs. Within 7 business days for delivery of new product. Within 3 business days for send-out repairs or re-ordered products. 95% Observation and random inspection (auditing) or any other method that was proposed in your solution. Quality of Service 7 Optician Credentialing by the American Board of Opticianry (ABO) or the American Optometric Association (AOA) Paraoptometric Certification Levels I, II, and III All opticians must maintain current certification by the ABO AOA, State Certification or other similar certification process in accordance with their standards. 100% VISN 1 Eye Clinic Service Chiefs will be responsible for maintaining copies of all certifications held and their respective expiration dates. The contracted vendor shall develop competencies in the ordering, fitting, and repair of eyeglasses and should log and review those competencies (examples: fitting, repairs, frame selection). The vendor ensures the Optician remains in good standing with all VHA mandated training and background reviews. 6. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The Network COR, VISN 5 and Facility Prosthetics Managers and Representatives of the VISN 5 Eye Care Group shall use the surveillance methods listed below in the administration of this QASP to review: a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.) c. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient and/or VA staff to identify deficiencies. Complaints are then investigated, validated and documented.) d. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases. 7. RATINGS Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used: Rating Description GREEN Yes. Performance and technical specifications are being met at an Acceptable Quality Level (AQL). YELLOW Yes. Performance and technical specifications are currently being met at the minimum AQL, but the following service/deliverable needs contractor attention: (The Customer must identify what component of the deliverable and/or service requires attention.) RED No. Performance and technical specifications are not being met at AQL and the following service/deliverable needs immediate contractor resolution: (The Customer must identify what component of the deliverable and/or service that is below the minimum AQL.) 8. DOCUMENTING PERFORMANCE a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the Network COR shall inform the contractor. This will normally be via telephone and/or by electronic mail messages. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall work with the Contracting Officer and prepare a written report and the Contracting Officer will present it to the contractor's program manager. The contractor shall acknowledge receipt of the written report. The report will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The report will also state how long after receipt the contractor must present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any report may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. 9. FREQUENCY OF MEASUREMENT a. Frequency of Measurement. During contract performance, the Network COR or designee(s) will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. b. Frequency of Performance Assessment Meetings. The Network COR, VISN 5 Prosthetics Manager, Facility Prosthetics Managers shall meet with the contractor on a periodic basis to assess performance. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (22-JAN-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/MaVAMC613/MaVAMC613/36C24519Q0065/listing.html)
 

Record

SN05199528-F 20190124/190122230015 (fbodaily.com)
 

Source

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

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