SOURCES SOUGHT
Q -- Eyeglass Dispensing
- Notice Date
- 10/19/2004
- Notice Type
- Sources Sought
- Contracting Office
- Attn: Richard L. Roudebush Department of Veterans Affairs Medical Center, (583/90C), 1481 W. 10th Street, Building No. 1, Room A-B040, Indianapolis, Indiana 46202
- ZIP Code
- 46202
- Solicitation Number
- 583-10-19
- Response Due
- 11/3/2004
- Small Business Set-Aside
- Total Small Business
- Description
- Seeking small business entities to provide Eyeglass Dispensing services for veterans. Please provide information to the above contact person, if your company would have an interest in providing Eyeglass Dispensing services for VA Community Based Outpatient Clinic (CBOC), Peoria, Illinois and VA Northern Indiana (NIHCS), Marion, Indiana in accordance with the following scope of work (which is not all inclusive but rather a general idea of the requirement) with a general price range for this service estimated at $17,000 a year for each facility. SCOPE OF WORK: Contractor to provide off-site optical dispensing, patient education, eyeglass sales, repairs and related services for eligible veterans for the VA Medical Center (hereafter referred to as ?VA care site) at 1700 East 38th Street, Marion Indiana and VA Community Based Outpatient Clinic, 411 Dr. Martin Luther King Drive, Peoria, Illinois. The dispensing sites will perform the following functions: 1. DISPENSING Patients will be sent to the Contractor?s place of business (hereafter referred to as ?site?) after getting a prescription and eyeglass authorization from the VA care site. The Contractor shall provide eyeglass dispensing and associated services as described herein. The Contractor shall possess the following MINIMUM REQUIREMENTS: a. Contractor?s site shall be accessible to handicapped individuals and shall comply with the requirements of the Americans with Disabilities Act; b. Shall maintain the required types and amounts of insurance as required by the State of Indiana. VA may request proof of such insurance at any time after contract award. c. Shall have a personal computer with Internet capability; d. Shall have space to adequately display approximately 68 VA-provided, VA-owned eyeglass frames. A. Fitting, Adjusting, Repair and Related Services 1) Assisting patients with fitting to ensure proper frame style for patient and prescription; 2) Determining the Pupilary Distance, Multi-focal Segment style and height, and/or Optical Center height; 3) Troubleshooting optical difficulties before sending the patient back to the VA Eye Clinic at the VA care site; 4) Fitting and adjusting glasses; 5) Performing minor repairs on glasses. Such repairs shall include repair/replacement, as appropriate, of nosepads, screws, temple covers, and/or eyeglass adjustments. B. Patient Education The Contractor may be required to educate the patient on the particular style of lens he/she has received. Such education would include, but not be limited to, informing a first-time progressive wearer of how the lenses work. This type of education will assist in alleviating patient difficulties and or answering patient questions associated with new eyeglasses. The Contractor may be required to consult with the VA care site physician about different options available for the patient. Such consultation would assist the physician in determining the best treatment needed for the patient. C. Request for Services & Online Ordering/Tracking Services under this contract will be initiated by the submission to the Contractor by an entitled veteran of a completed VA Form 2914 ?Prescription and Authorization for Eyeglasses. A complete Form 2914 shall include the following information: 1) Name of veteran; 2) Veteran?s full Social Security Number or last 4 digits of Social Security Number; 3) Prescription written by the VA care site physician; 4) ?ENTITLED? stamped on the form; The Contractor shall show the veteran the display of VA frames and will instruct the veteran on what the VA is authorized to provide. Once the frame is selected, the Contractor shall take all necessary measurements. If a frame is purchased that is not a VA-provided/authorized frame, the veteran is responsible for purchasing the frame. All veteran-provided/owned frames shall be mailed, via United States Postal Service (USPS) certified mail, to: Prosthetics Service (121), ATTN: Optical Lab Manager, VA Medical Center, 1481 West Tenth Street, Indianapolis, IN 46202. A completed Form 2914 shall accompany each frame, for identification purposes. The Contractor shall be responsible for the cost of these mailings. The frame information and measurements shall be entered onto an electronic Form 2914 in the VISN 11 Optical on-line account via the Internet for transmission to the VA Optical Lab for fabrication of eyeglasses. For the purposes of this contract, VA will only fabricate eyeglasses of entitled veterans presenting a completed Form 2914. The Contractor shall maintain copies of each Form 2914 transmitted to the VA Optical Lab for purposes of information verification and for resolution to issues/questions related to a specific order. The Contractor shall utilize the VISN 11 Optical online account to track order status for veterans and respond to any veteran questions regarding their order. In the event the Optical online account is not available, the Contractor shall fax the completed Form 2914 to the VA Optical Lab. D. Delivery of Eyeglasses to Veteran The VA Optical Lab will mail, via certified mail, all finished eyeglasses to the Contractor. The Contractor shall notify the veteran by phone within two (2) business days of the receipt of the eyeglasses. Eyeglasses will be provided to the veteran by either: (1) having the veteran come in and pick them up, or (2) having the eyeglasses mailed to the veteran directly by the Marion VA or Peoria VA care site. If the veteran states that he/she wants the glassed mailed to their residence, the Contractor shall contact the Prosthetics Clerk at the care site within two (2) business days after notification from the veteran so that the care site can either approve or deny the veteran?s request. If the request is denied, the care site will notify the veteran that the glasses will have to be picked up at the Contractor?s site. If the care site approves the request, the care site will notify the Contractor. Each Friday, for those eyeglasses that will be mailed directly by the care site to the veteran, the Contractor will mail these eyeglasses to the appropriate Prosthetics Clerk at each care site via USPS certified mail. The Form 2914 shall be attached to each pair of eyeglasses, for identification purposes. The Contractor shall be responsible for the cost of mailing these eyeglasses back to the VA care site. 2. SALE OF ADDITIONAL EYEWEAR Purchases by patients of extra pairs of glasses and/or sunglasses will be made at the expense of the veteran and not VA. 3. SERVICES FOR EYEGLASS REMAKES Any dispensing services for eyeglass remakes during the term of this contract are considered to be original dispensing services for which additional payment will not be made. 4. VA RESPONSIBILITIES VA will be responsible for the following: a. Providing training to the Contractor on access to and use of the VISN 11 Optical online ordering system. Training will be provided by the VA Optical Lab and the software manufacturer jointly or solely by the software manufacturer. Training will be provided at the date(s) and time(s) deemed mutually agreeable to the Contractor and VA. The Contractor will have access to technical support services, if necessary, from the software manufacturer. VA will be responsible for the cost of the support services. b. Cost of mailing finished eyeglasses to the Contractor?s site. c. Providing accurate information on the Form 2914 and prompt resolution of any questions/issues the Contractor has with information provided on the Form 2914; d. Prompt notification to the Contractor regarding the approval/disapproval of the veteran?s request to have glasses mailed to their residence.
- Web Link
-
RFQ 583-10-19
(http://www.bos.oamm.va.gov/solicitation?number=583-10-19)
- Place of Performance
- Address: 1700 E. 38th Street, Marion, Indiana
- Zip Code: 46952
- Country: United States
- Zip Code: 46952
- Record
- SN00695826-W 20041021/041019211641 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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