6540--VISN 2 UPSTATE PRESCRIPTION EYEGLASSES
The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 2, and the New York/New Jersey VA Health Care Network (VISN 2) Upstate anticipate a requirement for Prescription Eyeglasses for... The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 2, and the New York/New Jersey VA Health Care Network (VISN 2) Upstate anticipate a requirement for Prescription Eyeglasses for eligible Veteran beneficiaries within VISN 2 Upstate. This requirement is for the manufacturing and delivery of both dress and safety prescription eyeglasses. Contractor shall offer both dress and safety frames, as well as single vision, bifocal, trifocal, and progressive lenses, in accordance with the requirements of the Statement of Work (SOW). It is estimated that Request for Proposal (RFP) 36C24221R0056 will be available for download from the Contract Opportunities website at https://beta.sam.gov/ on or about April 21, 2021. No hardcopies will be sent. Questions received prior to issuance of the RFP will not be addressed. Once the RFP is issued, questions must be submitted in accordance with the instructions listed in the RFP. If warranted, responses to inquiries will be incorporated into a written amendment posted to the Contract Opportunities website at https://beta.sam.gov/. Verbal questions and/or phone calls will not be addressed. Offerors are encouraged and are responsible for routinely checking the Contract Opportunities website for any solicitation amendments that may be issued throughout the proposal period. This requirement will be solicited as a Total Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside. The anticipated North American Industry Classification System (NAICS) Code is 339115 Ophthalmic Goods Manufacturing, Small Business Size Standard of 1000 Employees. Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at http://www.sam.gov and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM. NOTE: Please ensure that your SAM registration indicates this NAICS code if you are interested in the requirement.
Data sourced from SAM.gov.
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6540--VISN 2 UPSTATE PRESCRIPTION EYEGLASSES
Page 14 of 14 THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 15.201(e) in order to conduct market research regar... Page 14 of 14 THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) 15.201(e) in order to conduct market research regarding the availability of vendors with a socioeconomic status of Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, Women Owned, and other Small Businesses that can provide prescription eyeglasses for VISN 2 Upstate. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a guarantee to issue an RFP in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future RFP, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The anticipated North American Industry Classification System (NAICS) Code is 339115 Ophthalmic Goods Manufacturing, Small Business Size Standard of 1000 Employees. NOTE: Please ensure that your System for Award Management (SAM) registration indicates this NAICS code if you are interested in the requirement. OVERVIEW: The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 2, and the New York/New Jersey VA Health Care Network (VISN 2) anticipate a requirement for Prescription Eyeglasses for eligible Veteran beneficiaries within VISN 2 Upstate. This requirement is for the manufacturing and delivery of both dress and safety prescription eyeglasses. Contractor shall offer both dress and safety frames, as well as single vision, bifocal, trifocal, and progressive lenses, in accordance with the requirements of the Performance Work Statement (PWS). Contractor shall only provide eyeglasses in compliance with FAR 52.225-1, Buy American - Supplies, FAR 225-2, Buy American Certificate, VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside, as well as the Non-Manufacturer Rule. The Contractor shall, upon receipt of an eyeglass prescription/order provided by authorized VA designee, fabricate all eyeglasses in strict conformance to the eyeglass prescription/order, verify final eyeglasses with the prescription/order and ship all eyeglasses to the address requested by the VA (VA facility or Veteran residence), as indicated on the prescription/order issued by the Government. The Contractor shall deliver all items so they arrive at the VA requested destination no later than seven (7) business days after receipt of prescription/order issued by Government authorized personnel against the contract, unless otherwise noted. The 7-business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the Government reserves the right to request expedited delivery. The Contractor shall address emergent requests within 1-business day. On such occasions the Government will be responsible for actual additional shipping charges to accommodate the desired arrival date. Currently there are a total of twelve (12) VA Optical Shops within VISN 2 Upstate, however, additional facilities or clinics may be opened during the contract term. At this time all ordering is done by the Prosthetic and Sensory Aids Service (PSAS) Central Processing Section. However, each VISN 2 Upstate site reserves the authority to develop individual ordering and payment processes during the contract term. VISN 2 Upstate will be using 4-Sight for ordering and payment processes. For historical information only, there were 34,207 prescription eyeglasses orders in Fiscal Year (FY) 2019 across all facilities within VISN 2 Upstate. There were 22,594 orders in FY 2020 across all facilities within VISN 2 Upstate, however, this figure was impacted greatly by the Coronavirus Disease 2019 (COVID-19) pandemic and therefore the figure from FY 2019 should be given the greatest consideration. The number of orders is an estimate only and shall not be interpreted as a guarantee. ***ENSURE YOU HAVE REVIEWED THE KEY REQUIREMENTS, SUBMISSION INSTRUCTIONS, AND SPECIFIC RESPONSE ITEMS CAREFULLY BEFORE SUBMITTING A RESPONSE*** KEY REQUIREMENTS: The following key requirements are provided as an overview of the Government s requirement only: LENSES: All dress 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 ANSI Z80.1 or latest edition. All safety 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 ANSI Z87.1 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 or heat 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 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 and scratch resistant at no charge to the government. Single Vision Lenses Lenses shall be available in glass, plastic, polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photochromatic lenses must also be available. Construction of single vision lenses shall include spheres and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Bifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate, trivex, or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photochromatic lenses must also be available. Construction of bifocal lenses shall include spheres and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Trifocal Lenses Lenses shall be available in glass, plastic, or polycarbonate, trivex ,or high-index materials with refraction values up to and equal to 1.60 to 1.74. Photochromatic lenses must also be available. Construction of trifocal lenses shall include spheres and sphero-cylinders in all powers. Add +1.00 to +4.00D, 50% intermediate power. Clear, framed lenses and oversized blanks shall be available. Note: prism up to 6-diopters is at no charge to VA. Progressive Lenses Brand Name or equal to Image, Solamax, Navigator or Navigator Short. Or equal items must meet or exceed the following salient characteristics: Lenses shall be available in a variety of materials, including but not limited to glass, CR-39, polycarbonate, and high index with refraction values up to and equal to 1.60 to 1.74. Lenses shall encompass fitting height parameters of 13mm up to =/- 30mm. Photochromatic lenses and polarized lenses (with grey and brown tinting) must also be available. See paragraph 4.1.1.6 for additional requirements related to photochromatic lenses. Construction of lenses shall include spheres and sphero-cylinders in all powers. Add powers of +1.00 to +4.00 shall be available. Lenses must be compatible with anti-reflective coatings, anti-fog, tints, and must include scratch resistant coating. Soft design eliminating distortion in principal viewing areas and peripherals for easy adaptation no matter how the eyes shift. Non-adaptive would be replaced by lined bifocals or trifocal, or two separate pairs one that is distance vision only and one that is near vision only, at no charge to the VA, within ninety (90) calendar days of Veteran receipt of eyeglasses whether directly mailed (at request of VA) or issued by VA Eye Clinic. Framed lenses and oversized blanks shall be available. All lenses shall be placed in frames unless otherwise requested. Premium Progressive Lenses Brand Name or equal to Varilux. Contractor shall include the most up to date current technology, such as digitally ground, wave front design that is the current standard. Premium progressive lenses are often referred to as "free-form design" or "wave-front technology." Premium progressive lenses provide a much wider, distortion-free reading area than standard progressive lenses. Vision is often clearer, as these lenses are digitally surfaced or ground. They are generally much easier to adapt to and have much less swim, effect or feeling dizzy with head movements. They are also designed to fit into all size frames. Photochromatic Lenses Brand Name or equal to Transitions Signature, Transitions XTRActive, Transitions Vantage and sun wear options including but not limited to Transitions Drivewear. Or equal items must meet or exceed the following salient characteristics: Lenses shall be available in a variety of materials, including but not limited to CR-39, polycarbonate, and high index with refraction values from 1.56 to 1.74; A variety of lenses shall be available to fit all included eyeglass frames; Lenses shall provide a broad spectrum of coverage to work with nearly all prescriptions including single vision, bifocals, multifocal, and progressive lenses; Lenses must block 100% of UVA and UVB rays; Lenses must be able to be worn indoors or outdoors all day, with indoor clarity that is virtually clear; Lenses shall have a variety of color options from clear to gray or brown. FRAMES: All dress frames shall be provided in accordance with the current edition of the American National Standard Requirements for Dress Ophthalmic Frames ANSI Z80.5 or latest edition. Safety Frames must meet the American National Standard for Occupational and Educational Eye and Face Protection, Z87.1 standards, or latest edition. All frames offered by the Contractor shall be new and not discontinued models. All Frames must be light in weight and maintain durability and strength. The styles must be fashionable and consistent with what is available at retail eyeglass stores. Spring hinges must have a smooth and consistent action that does not wear over time, with friction that is consistent throughout the entire range of motion. REQUIREMENTS FOR METAL FRAMES: The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won t tarnish or discolor over time. Utilize nose pads that comfortably grip the skin and prevent slippage of the glasses. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR TITANIUM FRAMES: Must be made of 100% titanium so hypo-allergenic. The solder points are neatly and solidly done at the bridge, nose pads, and temple areas. All edges are smooth and hazard free. The finish is solid and free from blemish. If burnished, the finish maintains its shine. The finish won t tarnish or discolor over time. Utilize nose pads that comfortably grip the skin and prevent slippage of the glasses. After a few simple adjustments, the frame should feel comfortable when being worn. The nose pads should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR PLASTIC FRAMES: Hinges are securely attached to front of frame and to temples. All edges are smooth and hazard free. The frame is solidly constructed and able to withstand wear and tear versus flimsy that will easily break under pressure. The color or pattern is uniform and balanced throughout the entire frame. The finish is smooth, rich in color, and does not peel over time. After a few simple adjustments, the frame should feel comfortable when being worn. The bridge should rest comfortably on the nose and not pinch. Temples should be able to be easily extended to gently curve around the ear. REQUIREMENTS FOR SAFETY FRAMES: Lenses must be in a frame marked "Z87-2+" to qualify as safety glasses that are compliant with the ANSI Z87.1-2010 standard. The frames must have detachable side shields for safety marked Z87 indicating impact rated. Lenses must be made of polycarbonate and must carry the manufacturer's marking in upper/outer corner of lens, followed by a "+" sign indicating the lenses are impact rated. PRIVATELY OWNED FRAMES: Privately owned frames may be submitted to the Contractor for new lenses. Charges for lenses only shall be in accordance with the Schedule of Supplies/Services. Contractor is responsible for replacing with like frames in the event of loss of privately-owned frames at no cost to the VA or beneficiary. SHIPPING: All orders for eyeglasses will be shipped inside a suitable hard case. Safety glasses must be shipped in hard case that will accommodate glasses once side shields are attached based on the size of the selected safety frame. DELIVERY: The Contractor shall deliver all contract items so they arrive at the VA requested destination no later than SEVEN (7) BUSINESS DAYS after receipt of prescription/order issued by Government authorized personnel against the contract. The seven (7) business day requirement will start the date the eyeglass request is received by the contractor. Orders received between 8:00am and 4:30pm will be considered as received that day. In the event of an emergency the government reserves the right to request expedited delivery. The contractor shall address emergent requests within one (1) business day. On such occasions the government will be responsible for actual additional shipping charges to accommodate the desired arrival date in the event of an emergency. All orders with Veteran-paid upgrades will be given an additional one (1) business day to accommodate the Veteran purchase period detailed in Veteran-Paid Upgrades, below. All eyeglasses shall be delivered as directed on the purchase order (to either the designated address of the Veteran or VA optical location) and delivery shall be made using a service that is able to track the parcel from pick-up to delivery. The Contractor shall notify the VA Medical Center optician and COR via encrypted email using Azure RMS and show cause in the event the Contractor is unable to deliver the required items in accordance with the Government s required delivery date. The Contractor shall be responsible for informing the VA COR and the requesting VA optician within one (1) business day of any eyeglass request deficiency such as missing information, illegible prescriptions and ambiguous authorization for eyeglasses, illegible handwriting, inability to reach the Government representative, payment delays or other issues. The Contractor s failure to notify the VA COR and the requesting VA optician 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 PSAS Central Processing Unit shall telephonically contact the Contractor and notify the Contractor of such a requirement. A waiver/exception to the product and service delivery requirements stated above may be granted on a case-by-case basis by the VISN 2 Network Prosthetic Manager, Deputy VISN Network Prosthetic Manager, or Chief of PSAS Patient Services. VETERAN-PAID UPGRADES: The Contractor shall offer Veteran beneficiaries the option to privately pay to upgrade their lenses to include an anti-reflective coating, photochromatic lenses, or both via a toll-free phone number. Veterans will be given one (1) business day from the date their order is sent to the Contractor to call and upgrade their lenses, meaning orders must be held for this timeframe. Payment must occur between the Veteran and the Contractor directly over the phone the VA cannot accept the payment and the Contractor must provide a receipt to the Veteran for their payment. The Contractor shall be responsible for matching Veteran requests for upgrades to the VA-placed orders in a seamless manner so that Veteran receives the complete eyeglasses including upgrades paid for. In the event a Veteran is unsatisfied with a lens upgrade he/she paid for, the Contractor shall reimburse the Veteran and replace with standard lenses at no additional cost. The Veteran will contact the contractor directly for any issues they have with the upgrades purchased. It is the sole responsibility of the Contractor to resolve any Veteran purchased upgrades directly with the Veteran. These issues will not be addressed by the VA non-contracted opticians. The Contractor shall supply informational flyers to each VA Optical Shop with instructions about how to upgrade lenses for distribution to interested Veterans. Contractor must have a toll-free phone number available for Veterans to call with questions and receive timely responses. Informational flyers will be supplied to each VA Optical Shop throughout the life of the contract at no expense to the Government and must remain available at all times. The Contractor shall also supply two (2) posters (24 x 36 or similar size) appropriately framed for immediate wall hanging and two (2) desktop displays for each VA Optical Shop with the same information from the informational flyer. The informational flyers, posters and desk-top displays shall be supplied at no expense to the Government. In addition to upgrading their lenses, Veterans shall also have the option to privately pay for a second pair of eyeglasses with the same prescription and same frame as the VA-placed order. All upgrades shall be made available to the Veteran at no more than the price of the corresponding CLIN(s) in the resultant contract. SAMPLE KIT: Consisting of each eye size with multiple bridge sizes, an approved sample kit shall be submitted to all participating VA Optical Shops at no additional cost to the government at least thirty (30) calendar days prior to the start of performance. The frames included in the sample kit will allow for different eye sizes, temples, and colors. Approved frames must be provided in all available sizes, and each available color must be represented if a frame catalog showing the colors is not available. For example, if a frame is available in five (5) sizes and three (3) colors, VA would need five (5) frames (one of each size) with each color represented once. The sample kit shall include the following: Men s Frames Metal Men s Description Quantity Required Full metal frames with cable temples, spring hinges, solid or adjustable nose pads, as follows: (Qty: 1) At least 56m with a minimum b of 30mm to suit PAL (Qty: 1) Smaller lens 50m to 52m with a minimum B of 30 mm to suit PAL and smaller faces 2 total Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows: (Qty: 4) Traditional Double Bridge wider sizes 57m-62m/larger lenses (Qty: 4) Traditional double bridge smaller width/larger lens 54m-56m 8 total Unisex Metal - Unisex Description Quantity Required Full metal frame with adjustable nose pads, spring hinges, and sturdy endpieces, as follows: Single bridge smaller lenses to suit high rx s, minimum Vertical Dimension of 30mm, as follows: (Qty: 2) 48mm-50mm (Qty: 4) 51m-55m (Qty: 3) 56m-58mm (Qty: 2) 60m+ 11 total Full metal frame with solid (unfit) silicone nose pad, and spring hinges, as follows: (Qty: 2) 57m 60m traditional men s for larger faces (Qty: 1) 54-56 m smaller lens area with minimum 30m b for higher rx s 3 total Semi-Rimless - Unisex Description Quantity Required Semi-rimless with adjustable nose pads, and spring hinges. Minimum B of 30mm to suit PAL, as follows: (Qty: 2) 51m-53m (Qty: 3) 54m-57m (Qty: 2) 58m-60m 7 total Semi-rimless with adjustable silicone saddle bridge and spring hinges. At least one (1) frame must be in mid-range size such as 55m/56m. 2 total Plastic- Unisex Description Quantity Required Zyl frame with spring hinges, and keyhole bridge, as follows: (Qty: 1) 50-52m smaller lens to suit higher rx and PAL, min 145mm temples (Qty: 1) 53-56m to suit wider man s face and PAL 2 total Zyl frame with spring hinges and durable endpieces, as follows: (Qty: 2) 49m-52m with a minimum Vertical Dimension of 30mm to suit PAL (Qty: 1) 49m-52m with a minimum Vertical Dimension less than 30 to suit NVO readers (Qty: 2) 53m-56m with a minimum Vertical Dimension of 30mm to suit PAL bridge 17 or wider (Qty: 1) 56m-58m with a minimum Vertical Dimension less than 30 to suit NVO (Qty: 2) 56m-58m with a minimum Vertical Dimension of 30mm to suit pal and wide faces (Qty: 1) 60mm to suit wide faces 9 total Titanium- Unisex Description Quantity Required Titanium frames, full metal with spring hinges and adjustable nose pads, as follows: (Qty: 2) 57m or larger to suit wider face, minimum 30m B measurement to suit PAL (Qty: 2) 53m-56m minimum B of 30mm to suit PAL 4 total Titanium frames, semi-rimless with spring hinges and adjustable nose pads, as follows: (Qty: 1) 57m or larger to suit wider face minimum 30m B measurement to suit PAL (Qty: 1) 53m -56m minimum B of 30mm to suit PAL 2 total Women s Frames Metal Women s Description Quantity Required Full metal with adjustable nose pads and spring hinges in sizes 52 & 54 & 56m and at least 1 with minimum b of 30mm 8 total Full metal with adjustable nose pads and spring hinges in sizes 48 & 50 and at least 1 with minimum b of 30mm 4 total Full metal with adjustable nose pads, spring hinges, and small bridge size of 16 and at least 1 with minimum b of 30mm 2 total Semi-Rimless Women s Description Quantity Required Semi-rimless with adjustable nose pads and spring hinges in sizes 52 & 54 Minimum 30mm B measurement for PAL. 3 total Plastic Women s Description Quantity Required Zyl Frames with spring hinges, multiple colors, as follows: (Qty: 2) 48m -50mm with minimum Vertical Dimension of 30mm to suit PAL (Qty: 3) 51m-54mm with minimum Vertical Dimension of 30mm to suit PAL (Qty: 1) 55m-56 m to suit wider faces 6 total Titanium Women s Description Quantity Required Titanium frames, full metal with spring hinges and adjustable nose pads, as follows: (Qty: 2) 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL (Qty: 1) 53-55m to suit wider face, minimum Vertical Dimension of 30m to suit PAL 3 total Titanium frames, semi-rimless with adjustable nose pads, as follows: (Qty: 1) 50m-52m with minimum Vertical Dimension measurement of 30m to suit PAL (Qty: 1) 53-55m to suit wider face, with minimum Vertical Dimension of 30m to suit PAL 3 total Safety Frames (All with removeable side shields) Description Quantity Required Full metal - Small 52-54 eye with adjustable nose pads 2 total Full metal - Large 56-58 eye with adjustable nose pads 2 total Plastic - Size 56-58 2 total Total Required All Frame Categories 85 total REPAIR KIT: Contractor shall provide each participating facility a repair kit consisting of nose pads in a variety of types/materials and sizes, nose pad screws, eye wire hinge screws, nylon rimless cord, frame liner, temple covers, thread seeker screws, silicone strap bridges, eyeglass cleaner, cleaning cloths for use by opticians only, additional cases (soft and hard), shrink wrap, Loctite (or equivalent adhesive), cleaning and cloths to remove markings on progressive lenses, and the tools necessary for those repairs to contracted frames. The Contractor shall maintain repair kit tools and associated supplies necessary to complete those repairs onsite. Repair kits shall be restocked as needed at no additional cost to the Government. DISPLAY RACK AND TRAY: Contractor shall provide each participating VA Optical Shop the eyeglass samples in a tray along with wall display racks or rotating display stands as required and requested by VA optical locations to properly display the available inventory of frames that can be provided Veterans, at no expense to the Government. The Contractor will provide any related hardware that may be required to use these displays and the displays must be acceptable to VA. These items will be provided at no additional expense to the government at least thirty (30) calendar days prior to the start of performance. The Contractor will provide replacement racks and hardware as requested by VA Opticians at no expense to the Government. The government will dispose of kits, display racks and trays at contract end. Currently there are a total of twelve (12) VA Optical Shops in VISN 2 Upstate, however, additional facilities or clinics may be opened during the contract term. Display rack and trays including separate display boxes for titanium and certified safety frames acceptable to VA, along with sample kits of frames used in the contract, are to be supplied to each facility at no additional cost to the Government. WARRANTY: The Contractor warrants/guarantees all eyeglasses against defective material and/or workmanship for a minimum of one year from the date of receipt of the pair of eyeglasses by the Veteran or the VA Eye Clinic. This includes any frames that may be discontinued during the course of the contract. 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. In the event a remake is required under this warranty provision for eyeglasses where the Veteran has paid for any upgrade, the Contractor shall remake the eyeglasses with the upgrade at no additional cost to the Government or Veteran. Should the prescription be incorrectly filled, the Contractor agrees to make corrections at no additional cost to the Government or Veteran. Remakes due to doctor errors or prescription changes will be made up to ninety (90) calendar days from date of receipt of eyeglasses by VA or Veteran and shall be completed at no additional cost to VA. 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. Remakes beyond 90 calendar days from date of receipt by VA or Veteran will be at the expense at the VA. In the event eyeglasses need to be remade under this warranty provision, the Contractor will remake the glasses and ship to the VA facility or veteran within three (3) business days of receipt of the defective glasses unless VA indicates it is an emergent need when the eyeglasses would need to be returned within 1-business day. In that event, the Contractor will be responsible for the overnight shipping charge. Any upgrades paid by the Veteran will be included and provided at no charge to the Veteran or VA in the event any remake that is covered under this warranty provision is required. SECURE WEBSITE: The Contractor must have a secure web site that is approved by VA IT and includes an ordering platform for Opticians and VA personnel involved with order entry to directly enter orders and payment information. The website must be efficient for Opticians and VA personnel involved with order entry to use and the Contractor will have the ability to enhance or upgrade software features when desired by VA at no cost to VA. The ordering platform must utilize artificial intelligence to prevent orders from being entered incorrectly (for example, a prescription that can t be manufactured) or if desired frame is not currently available. The platform must be able to communicate with the user so that if an error is encountered, the error is described to allow for correction. The platform must be kept current in real time so that unavailable frames cannot be selected. The platform must enable an order to be entered by the Opticians and VA personnel involved with order entry but not processed until delegated VA Ordering Officers enter both the 4-Sight and VISTA purchase order (PO) numbers. The ordering platform must be on FIPS 140-2 compliant servers with the ability to transmit information in an encrypted manner during transit in accordance with NIST 800-53/VA Handbook 6500. The platform must be able to facilitate the generation of reports that identify VA physicians initiating the prescriptions and also allow VA Medical Centers and Outpatient clinics to access and check the real-time production status of orders online by 4-Sight purchase order number, patient name, and last four digits of social security number. The website will also show the name of the delivery company used, ship date and delivery tracking number. This website will have secured access via access/password codes and limit patient identifiable information to no more than first initial last name and last four digits of social security number. The Contractor will be responsible for providing in-person training on the ordering platform at all VA participating locations for the first three (3) business days of the contract at no additional cost to the VA. In addition to the above requirements, the ordering platform must allow for the following functionality: Opticians and VA personnel involved with order entry must be able to copy the following information from the Contractor s ordering platform and paste into the VA VISTA eyeglasses consult: Order number assigned by Contractor s ordering system Selected frame, if applicable Selected lens, if applicable Detailed patient prescription Itemized summary of order that includes description and contract price of each order component Amount billed to VA The ordering platform must allow delegated VA Ordering Officers to enter both the 4-Sight and VISTA purchase order (PO) numbers into each Veteran s order, rather than sending purchase order and payment information via encrypted email or facsimile to the Contractor. The ordering platform must be able to seamlessly integrate 1) the Opticians and VA personnel involved with order entry entering the prescription and related information, 2) the delegated VA Ordering Officers entering both the 4-Sight and VISTA PO numbers into each Veteran s order and 3) the Contractor s addition of any Veteran ordered upgrades (see PWS 4.1.8) to the existing order. The Contractor shall be responsible for entering the upgrade information to the existing order within the ordering platform and ensuring that neither order timeliness nor billing accuracy or timeliness are negatively impacted. REPORTS AND DELIVERABLES: All reports containing patient information must be sent via Azure RMS encrypted email to the designated VA point of contact. DAILY SHIPPING REPORT: The Contractor shall provide a shipping report daily prior to 12:00 PM with each VAMC on a separate tab to the VISN2Opticians@va.gov and VISN2PSASUpstatemanagers@va.gov mail groups. Reports shall be sorted alphabetically and shall include the following: Shipping list that includes date shipped to Veteran beneficiary or VA facility and tracking information for the previous day. Delivery confirmation (trac...
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