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FBO DAILY ISSUE OF JULY 01, 2011 FBO #3506
DOCUMENT

Q -- Prescription Eyeglasses Dispensary Services West Palm Beach VA Medical Center - Attachment

Notice Date

6/29/2011
 

Notice Type

Attachment
 

NAICS

446130 — Optical Goods Stores
 

Contracting Office

Department of Veterans Affairs;West Palm Beach VA Medical Center;7305 North Military Trail;West Palm Beach FL 33410-6400
 

ZIP Code

33410-6400
 

Solicitation Number

VA24811RP0100
 

Response Due

8/1/2011
 

Archive Date

9/30/2011
 

Point of Contact

Eric Sullivan, Contracting Officer
 

E-Mail Address

22-1272<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Eyeglass Dispensary Services RFP No. VA-248-11-RP-0100 This is a combined synopsis/solicitation for commercial items prepared in accordance with Federal Acquisition Regulation (FAR) parts 5.203(b) and (c), FAR part 13.5, and the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The West Palm Beach VA Medical Center (7305 North Military Trail, West Palm Beach, FL 33410) has a requirement for eyeglass dispensary services. All work shall be done in accordance with the attached Statement of Work. The VA intends to establish with the successful offeror a firm fixed price requirements contract, based on the estimated quantities shown in the Price List attachment, to provide all actual eyeglass purchase requirements of the West Palm Beach VA Medical Center during the period of performance. The maximum limit of the contractor's obligation to deliver is $1,200,000 in eyeglasses per 12-month period. The Government is obligated to order all of its eyeglass purchase requirements through the contractor during the period of performance. The period of performance is a 12-month base period beginning on the effective date of contract award, which is estimated to be effective October 1, 2011, with four 12-month option periods. The Contracting Officer in consultation with the Contracting Officer Technical Representative (COTR) will determine whether to unilaterally exercise each option year period with prior notice given to the Contractor. The anticipated performance periods are as follows, but subject to change based on the actual contract award date: Base period: October 1, 2011 - September 30, 2012 Option period 1: October 1, 2012 - September 30, 2013 Option period 2:October 1, 2013 - September 30, 2014 Option period 3:October 1, 2014 - September 30, 2015 Option period 4: October 1, 2015 - September 30, 2016 This solicitation is being issued as a request for proposal (RFP). This solicitation document and all incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-49. This is a service-disabled veteran-owned small business (SDVOSB) set-aside in accordance with 38 U.S. Code § 8127(d). Only offers from SDVOSBs shall be considered and verification of SDVOSB status will be based on the Department of Veterans Affairs Vet Biz Registry (http://www.vip.vetbiz.gov/general_user/register/default.asp). The relevant NAICS code is 446130 with small business size standard of $19 million. Proposals are due on August 1, 2011 at 5 p.m. Eastern Time. Offerors are strongly encouraged to confirm receipt of their proposal. With the exception of the sample kit to be sent directly to the West Palm Beach VA Medical Center, each offer must be submitted through the Department of Veterans Affairs Vendor Portal: https://www.vendorportal.ecms.va.gov/eVP/Login.aspx?ReturnUrl=%2feVP%2fdefault.aspx. Offerors can register for the Vendor Portal at https://www.vendorportal.ecms.va.gov/eVP/ExtAccountMaintenance.aspx. Any questions or requests for clarifications, should be submitted through the Vendor Portal or in writing to Eric Sullivan, Contracting Officer at the West Palm Beach VA Medical Center, by email (eric.sullivan2@va.gov) or facsimile (561-422-6507). Prospective offerors are strongly encouraged to confirm receipt of such requests and questions. The deadline for submitting any questions or request for clarifications is Friday, July 15, 2011 at 5 p.m. Eastern Time. Questions or concerns with the proposal submission process can be addressed directly to the Contracting Officer at (561) 422-1272. A single award shall be made to the responsive, responsible offeror in accordance with the evaluation criteria outlined in the Proposal Evaluation Criteria section. Successful offers must be registered with the Central Contractor Registration (https://www.bpn.gov/ccr/default.aspx) and provide representations and certifications either electronically online (https://orca.bpn.gov/) or in writing by requesting a written form (FAR 52.212-3 Offeror Representations and Certifications - Commercial Items) from the Contracting Officer. The Service Contract Act and Department of Labor Wage Determination WD 05-2111 (Rev.-11) applies to this procurement. The Wage Determination can be accessed at http://www.wdol.gov/. A Business Association Agreement (BAA) will be required with the successful offeror (see template attached). A BAA is not required to be submitted with each offeror's proposal but the successful offeror will be required to complete the BAA in order to provide the required services. Proposal Requirements Each proposal should consist of the following in order to be considered responsive to the solicitation and eligible for consideration for award. Additional information is not requested and is likely to be discarded without review. 1.Proposal Submission to the VA Vendor Portal: the following must be submitted as three separate electronic attachments - one attachment for each section - and named by section. a.Section 1: Completed price list showing unit and total prices for each line item, a total for each year of performance, and a grand total. Offerors should note that quantities provided are estimates of annual requirements based on historical data and do not commit the Government to purchase these quantities. b.Section 2: Technical capabilities document addressing how the offeror meets the technical capability requirements outlined below in the Proposal Evaluation Criteria section and how the offeror's proposed approach will meet both the ownership and management requirements of a SDVOSB set-aside award. This document should be limited to 12 pages, including any attachments or exhibits, and should not be in a font size smaller than Times New Roman 12. c.Section 3: A list of reference providers from whom past performance surveys were requested to be submitted to the VA. This list should include the following: "Company name and mailing address "Evaluator's name, phone number, and email address "Brief description of scope and complexity of work "Approximate annual dollar value of work completed "Period of performance The past performance surveys themselves should be submitted by the reference provider to (eric.sullivan2@va.gov) or returned through the Vendor Portal as part of this section by the closing date of the solicitation. It is the offeror's responsibility to ensure the surveys are received by the closing date of the solicitation. Include evidence of registration in the Central Contractor Registration (www.ccr.gov) database and evidence of online representations and certifications (https://orca.bpn.gov/), or a completed written copy of the offeror's representations and certifications (written form available by request to the Contracting Officer). 2.Sample Submission sent to the VA Medical Center Sample selection of a minimum of fifty (50) frames of differing styles including men's, women's and unisex in various color selections to allow for different eye sizes, bridge sizes, and temples. A matrix sheet showing each available frame style, size combination and color shall be provided with each offeror's proposal. Metal frame samples shall include both adjustable nose pads and fixed bridges. Sample kits shall be returned to offerors following the evaluation. Offerors shall be responsible for arranging for their return by pick up or courier. The address for submitting samples is: Attn: Eric Sullivan, Contracting Officer West Palm Beach VA Medical Center Building 12 (Procurement/Contracting) 7305 North Military Trail West Palm Beach, FL 33410 Proposal Evaluation Criteria Proposals shall be evaluated in accordance with FAR 52.212-2 Evaluation-Commercial Items as follows. (a)The Government will award a single contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation is determined to represent the best value to the Government, price and other factors considered. Technical capability and past performance, when combined, are more important than price. The VA intends to award without discussions. As such, offerors are advised to submit all information requested and to provide their best possible offer. (b)The following factors shall be used to evaluate offers: 1.Technical Capability The evaluation of technical capability will consider whether the Contractor has the required capability to provide the services outlined in the statement of work. The following two subfactors of technical capability are equally important: "Frame Quality: a subjective evaluation of the offered sample frames that will take into consideration the quality of the frames and the variety of frames available. Following the evaluation, sample kits will be returned to offerors upon request. "Quality Control: A subjective evaluation of the offeror's approach to ensuring the quality of service provided, taking into consideration the understanding of service requirements and the feasibility of approach (Reference Statement of Work and attached Quality Assurance Surveillance Plan) 2.Past Performance The evaluation of past performance information will be obtained from current (within the last three years) references provided by the Offeror and from other sources known to the Government or otherwise learned of during the course of the evaluation. Past performance will be evaluated for the prior three (3) years, since the issue date of the solicitation, in managing and conducting projects of similar scope and complexity to that of this solicitation. References other than those identified by the Offeror may be contacted by the Government. A neutral rating will be given if no Past Performance information is available for services of a similar nature. More highly relevant past performance information shall be considered more favorably than less relevant information. 3. Price Each offeror's price shall be submitted using the price list document enclosed with this solicitation. (c) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (d) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Provisions and clauses incorporated by full text: FAR 52.209-8 UPDATES OF INFORMATION REGARDING RESPONSIBILITY MATTERS (DEVIATION) (OCT2010) (a)(1) The Contractor shall update the information in the Federal Awardee Performance and Integrity Information System (FAPIIS) on a semi-annual basis, throughout the life of the contract, by posting the required information in the Central Contractor Registration database at http://www.ccr.gov (see 52.204-7). (2) At the first semi-annual update on or after April 15, 2011, the Contractor shall post again any required information that the Contractor posted prior to April 15, 2011. (b)(1) The Contractor will receive notification when the Government posts new information to the Contractor's record. (2) The Contractor will have an opportunity to post comments regarding information that has been posted by the Government. The comments will be retained as long as the associated information is retained, i.e., for a total period of 6 years. Contractor comments will remain a part of the record unless the Contractor revises them. (3) Public access to information in FAPIIS. (i) Public requests for system information that was submitted prior to April 15, 2011, will be handled under Freedom of Information Act procedures, including, where appropriate, procedures promulgated under E.O. 12600. (ij) As required by section 3010 of Public Law 111-212, all information posted in FAPIIS on or after April 15, 2011, except past performance reviews, will be publicly available. (End of clause) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Oct 2010) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)). 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)). 52.219-28, Post Award Small Business Program Rerepresentation (Apr 2009) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jul 2010) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212). 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans, (Sep 2010) (38 U.S.C. 4212). 52.222-54, Employment Eligibility Verification (JAN 2009). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) 52.223-18, Contractor Policy to Ban Text Messaging While Driving (SEP 2010) (E.O. 13513). 52.225-1, Buy American Act-Supplies (Feb 2009) (41 U.S.C. 10a-10d). 52.225-5, Trade Agreements (AUG 2009) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). WAGE DETERMINATION 05-2111 (Rev.-11) OCCUPATION CODETITLERATE 12235 Optical Dispenser $17.57 12236 Optical Technician $15.24 (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records-Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) [Reserved] (iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212). (vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). (vii) [Reserved] (viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (Feb 2009) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (JAN 2009). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) FAR 52.216-1 TYPE OF CONTRACT (APR 1984) The Government contemplates award of a firm-fixed price requirements contract resulting from this solicitation. (End of provision) FAR 52.216-18 Ordering (Oct 1995) (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from April 1, 2011 through March 31, 2012. The exercise of options shall extend this period of time to correspond to the option performance period. (b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control. (c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule. (End of clause) FAR 52.216-19 Order Limitations. (Oct 1995) (a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $10 the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. (b) Maximum order. The Contractor is not obligated to honor- (1) Any order for a single item in excess of $3,000; (2) Any order for a combination of items in excess of 100 units; or (3) A series of orders from the same ordering office within 5 business days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section. (c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section. (d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 2 working days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. (End of clause) FAR 52.216-21 Requirements (Oct 1995) (a) This is a requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. (b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. (c) Except as this contract otherwise provides, the Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule. (d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract. (e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source. (f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after March 31, 2012 or the ending performance date of exercised option. (End of clause) 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of clause) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months. (End of clause) FAR 52.233-2 SERVICE OF PROTEST (SEPT 2006) (a) Protests, as defined in section 31.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from Eric Sullivan, Contracting Officer at the West Palm Beach VA Medical Center, (561) 422-1272, eric.sullivan2@va.gov. (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. (End of provision) FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/Far/loadmainre.html http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ (End of provision) FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/Far/loadmainre.html http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ (End of clause) FAR 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) (a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause. (b) The use in this solicitation or contract of any VA Acquisition Regulation (48 CFR Chapter 8) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of clause) VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim - Oct 2008) (a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov/. (b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov/. (End of clause) Provisions and clauses incorporated by reference: FAR 52.204-7 Central Contractor Registration (Apr 2008) FAR 52.204-9Personal Identity Verification of Contractor Personnel (Sept 2007) FAR 52.209-7Information Regarding Responsibility Matters (Jan 2011) FAR 52.212-1 Instructions to Offerors - Commercial items (June 2008) FAR 52.212-4 Terms and Conditions - Commercial items (June 2010) FAR 52.217-5 Evaluation of Options (July 1990) FAR 52.222-41Service Contract Act of 1965 (Nov 2007) FAR 52.225-2Buy American Act Certificate (Feb 2009) FAR 52.232-33 Payment by Electronic Funds Transfer - Central ContractorRegistration (Oct 2003) FAR 52.233-1 Disputes (Jul 2002) FAR 52.233-4Applicable Law for Breach of Contract Claim (Oct 2004) VAAR 852.203-70 Commercial advertising (Jan 2008) VAAR 852.203-71 Display of Department of Veterans Affairs hotline poster (Dec 1992) VAAR 852.216-70 (Alt. II)Estimated Quantities (Apr 1984) VAAR 852.219-10VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Dec 2009) VAAR 852.233-70Protest Content/Alternative Dispute Resolution (Jan 2008) VAAR 852.233-71Alternate protest procedure (Jan 1998) VAAR 852.237-70 Contractor responsibilities (Apr 1984) VAAR 852.270-1 Representatives of contracting officers (Jan 2008) VAAR 852.271-70Nondiscrimination in services provided to beneficiaries (Jan 2008) VAAR 852.273-70 Late offers (Jan 2003) VAAR 852.273-74 Award without exchanges (Jan 2003) VAAR 852.273-76Electronic Invoice Submission (Oct 2008) STATEMENT OF WORK SCOPE OF WORK The Department of Veterans Affairs (VA), West Palm Beach, has an ongoing program to furnish eyeglasses to veterans that require them and are eligible for assistance. The Contractor shall provide on-site eyeglass dispensary services to beneficiaries of the VA Medical Center located at 7305 N. Military Trail West Palm Beach, Florida. The estimated quantities of frames and lenses per year (see Price List attachment) are based on historical data and does not represent a guarantee that a specific quantity will be required, nor commit the Government to purchase these quantities. WORK LOCATION Contractor will be provided space within the West Palm Beach VA Medical Center to allow patient to select frames, be evaluated and fitted for eyewear. Contractor will have space for multiple patient stations, filing cabinets, computer, printer, and other office equipment if required. Private offices will not be provided, nor additional space unless specially requested and approved by the VA Medical Space Committee. WORK HOURS The Contractor shall, at a minimum, provide services in performance of this contract through scheduled visits, Monday through Friday between the hours of 8:30 A.M. and 5:00 P.M. Exceptions shall be made in the case of verifiable emergencies. The VA observes the ten (10) Federal Holidays listed below. Scheduled clinic appointments will not be available at VA during these holidays. Federal holidays observed by the VA are New Year's Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day. Holidays that fall on Saturdays are observed on the prior Friday; holidays that fall on Sundays are observed on the following Monday. OPTICIAN SERVICES a. The contractor shall provide an optician, currently licensed by the Florida Board of Opticianry, to furnish services five days a week, Monday through Friday, 8:30 AM - 5:00 PM at VA Medical Center 7305 N. Military Trail West Palm Beach, Florida 33410. Historical data indicates that the service provider can anticipate an average of 50 - 60 scheduled visits per day. b. The VA shall designate the space within the West Palm Beach VA Medical Center for the contractor to provide services. The space available is limited to a single optician. c. The optician shall provide optical services to veterans who are eligible for Government-provided eyewear. The contractor may pursue the opportunity of providing retail sales to the general public. These services include and are not limited to eyeglass selection, measuring, ordering, dispensing and repairing as required. Such a retail sales arrangement would be dependent on, and subsequent to, the successful establishment of a retail sales agreement with the Veterans Canteen Service upon award of this contract. d. The optician shall be able to verify prescription specifications. e. The optician may provide information on retail upgrades to prescriptions; however, this does not permit any high pressure sales tactics to be used. (Any prescription upgrades between the contractor and the veteran though "allowed" are the responsibility of the contractor not the VA. All upgrades are between the Veteran and the Contractor and are not the responsibility of the VA.) PRESCRIPTION LENSES a.Single vision lenses shall be available in glass, plastic or polycarbonate. Construction of single vision lenses shall include spheres, plano-cylinders, and sphero-cylinders. Clear, framed lenses and oversized blanks shall be available. b.Bifocal lenses shall be available in glass, plastic, or polycarbonate. Construction of bifocal lenses shall include spheres, plano-cylinders, and sphero-cylinders in all powers. Add +0.50 to +4.00D. Clear, framed lenses and oversized blanks shall be available. The lenses shall be available in glass with flattop and executive segments. c.Trifocal 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. The lenses shall be available in glass with flattop and executive and round segments and polycarbonate with flattop segments. d.Lenses shall be fabricated and provided in accordance with the "American National Standards for Ophthalmic Lenses - Recommendation" ANSI Z80.1 latest edition. e.Glass, plastic and polycarbonate ophthalmic lenses, single vision and multifocal, shall be corrected curved lenses. f.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. g.Glass ophthalmic lenses shall be strengthened by an FDA-approved method for impact resistance. h.Ophthalmic lenses with cylinder power of less than 1.5D or greater than 1.5D shall be fabricated in minus cylinder form. i.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 as per order. FRAMES a.Frames shall be in accordance with American National Standard Requirements for Dress Ophthalmic Frames ANSI Z80.5 latest edition. b.All items provided by the contractor shall be new. The contractor shall provide completely assembled frames placed in standard alignment and include mounting of lenses. d. The contractor shall not be held liable if a certain frame is no longer produced, available for sale or on an extended back order, but an equivalent replacement must be provided. e. Veteran beneficiaries retain the right to have lenses placed in existing frames. VA shall be liable only for the cost of lenses. SAMPLE FRAMES a. The contractor shall provide, at the time of proposal submission, a sample kit selection of a minimum of fifty (50) frames of differing styles including men's, women's and unisex in various color selections to allow for different eye sizes, bridge sizes, and temples. Metal frame samples shall include both adjustable nose pads and fixed bridges. New frame samples shall also be submitted prior to the exercise of any option years. b. Frame samples shall be approved by the Contracting Officer Technical Representative (COTR) in writing prior to contract performance and any proposed substitutes for, or changes to, the approved frames must be approved in writing by the COTR. Sample kits shall be returned following the evaluation. c. A matrix sheet showing each available frame style, size combination and color shall be provided with the sample submissions. d. Upon contract award and upon COTR's written approval of the submitted frames, the contractor will provide two (2) sample kits and two (2) display cases for frames at no charge. EYEGLASS CASES a. One eyeglass case shall be provided, at no charge to the Veteran, with each pair of glasses furnished. Cases shall be of the following types, specific type to be identified by ordering office on individual orders. 1. Steel form, self closing case with leather like covering. 2. Leather-like, wrap-around type, flexible case, with button flab bridge block and steel reinforcement. 3. Leather-like, cushioned, open-end pocket, clip-on. REPAIR KIT At the time of award, the Contractor shall provide the facility a repair kit consisting of replacement screws and nose pads for each pair of contracted frames and shall restock these kits as needed at no additional cost to the Government. ORDERING PROCEDURES a. Orders will be placed by the ordering facility on a daily basis via VA Form 10-2914, Prescription and Authorization for Eyeglasses or ADP Form 10-2421PC. Contractor shall pick up these order forms in-person from the Prosthetics office at least once per day. Batch processing of orders is not accepted. Facility will request services on an as needed basis and will provide prescription, quantity, frame style, accessories, and all other relative information for the fabrication of eyeglasses and delivery. Orders will be processed electronically by the Contractor.via Computerized Patient Record System (CPRS). Contractor may submit a paper invoice after eyewear is delivered to Veterans. b. Contractor shall not modify the prescription provided by the physician. All prescriptions shall be complete, containing all necessary information to manufacture the glasses and fit into the ordered frame. The Contractor shall notify the ordering VA facility in person or by telephone within 8 work hours of identifying an incomplete prescription. DELIVERY a. Veteran beneficiaries shall be in receipt of their eyeglasses within seven (7) calendar days (excluding Government holidays) after receipt of each order. b. The Contractor shall have the ability to provide overnight delivery in the event the facility deems it necessary. If an additional shipping charge would be incurred for this service, this shall be handled by separate agreement prior to any action being undertaken. Glasses shall not be shipped directly to Veterans unless authorized by the Prosthetics office. INVOICING AND PAYMENT PROCEDURES The contractor must accept Government credit card as the method of payment. Invoices shall be submitted individually by patient, and not consolidated by batch, in hard copy form to the COTR. All purchase card orders will be processed immediately following receipt of the Veterans eyewear. All incorrectly billed orders (charge processed to the wrong purchasing agent, incorrect dollar amount, etc) will be processed within 2 days of receipt from the Prosthetics purchasing agent. MANAGEMENT OF ORDERS The Contractor shall provide the Prosthetics office with a by-name list of orders received, and the status (e.g., Veteran fit for glasses, Veteran set-up appointment, Veteran never showed in office, Vendor phoned Veteran and left message, Vendor unable to contact, etc.) of disposition each day. List will not contain orders that are more than 3 days old. The date for determining age of the prescription is located in the upper right side of Standard Form 513, directly below the consult number. All consults designated as Blind Rehabilitation consults will be given preference and prioritized ahead of other orders. CORRECTIONS a. Errors made by the Contractor in filling prescriptions shall be corrected within 48 hours after notification from the VA or veteran patient, at no cost to the VA. b. Prescribing errors made by the VA and detected by the Contractor shall be called to the attention of the VA designated authority within 48 hours and shall be treated as new prescriptions. Delivery time shall commence with the date corrected prescription is received by the Contractor. VA shall be responsible for all costs associated with prescribing errors. Correct lens prescriptions shall be re-installed in returned frames. c. Lost eyeglasses due to address errors made by the Contractor shall be replaced at the Contractor's expense. d. Lost eyeglasses due to address errors made by the VA shall be replaced at the VA's expense. RECALLS The Contractor shall notify the Government within three (3) workdays of any recall notification from any manufacturer of frames, lenses, or related materials provided under this contract. REPLACEMENT GLASSES Vendor will ensure that all remade prescriptions that are at VA expense will not include any upgrades originally paid for by the Veteran. Those original upgrades are not to be processed and paid for by the VA on any remake. Upgrades are available on remakes if agreed to and paid for by the Veteran. QUALITY ASSURANCE The Contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription. All items provided by the contractor shall be new. Contractor must provide a Quality Assurance statement which includes the name and telephone number of the DVA Optical Dispensary originating the order, the name & title of the person inspecting the order and the date of inspection. Any concerns with quality will be handled by the Prosthetics Service and/or the Opthomalogist on duty as required by the circumstances. PERFORMANCE DATA Vendor will provide questionnaires approved by Prosthetics to collect performance data. This data will be quantified to show trends in customer satisfaction, customer complaints, quality of fabrication, timeliness, etc. WARRANTY A ninety (90) calendar day warranty shall be given to all eyewear supplied under this contract at no extra charge to the VA. This warranty shall apply to any material defects, physician corrections, or patient dissatisfaction. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) Standards to Protect the Privacy and Security of Protected Health Information (PHI) as required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). The Contractor will be required to adhere to these Standards. The Contractor shall ensure confidentiality of all patient information and will be held liable in the event of any breach thereof. SPECIAL CONTRACT REQUIREMENTS The Contractor shall acquire a background investigation through the Department of Veterans Affairs for its on-site employees prior to commencing work on the contract. The Contractor shall be provided the aforementioned facility space, one printer with accompanying paper and toner, and two cabinets by the VA to carry out the services required. The handling and care of this Government-furnished property shall be in accordance with FAR clause 52.245-1. The Contractor shall furnish at their own expense all other items needed to fulfill this contract such as computers, printers, fax, desks, phones and filing cabinets. Prescriptions shall be furnished to the Contractor via VA-owned and maintained printers. The Contractor shall obtain all necessary licenses and/or permits required to perform the work and provide the supplies and services listed in the schedule. CHANGE OF CONTRACTOR In the event of a change in contractor at the end of the performance period, the incumbent contractor will be officially notified by the Contracting Officer that there will be a new contractor providing these services to the West Palm Beach VA Medical Center. The incumbent contractor will be required to vacate the assigned work space within a reasonable time to allow the new Contractor to set up their operation and allow for a smooth transition without major interruptions to patient care. The exiting Vendor is responsible to ensure all their equipment is properly packaged and taken out of the facility using extreme care to avoid interruptions in the Medical Center's operations. Any equipment belonging to the contractor must be taken out of the facility through the Medical Center's warehouse loading dock. Proper coordination should be made with the warehouse supervisor. All computers and IT equipment that belong to the exiting contractor that potentially have patient information and other data must be cleared by the ISO and IRM prior to leaving the facility. The contractor must leave their operation locations clean, free of trash, debris and non-VA equipment. Coordination should be made with engineering for any structural or hidden damage to the area. In the event of malicious or intentional damages, a report of contact will be made to the Contracting Officer for appropriate action.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/WPBVAMC/VAMCCO80220/VA24811RP0100/listing.html)
 

Document(s)

Attachment
 

File Name: VA-248-11-RP-0100 VA-248-11-RP-0100_3.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214559&FileName=VA-248-11-RP-0100-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214559&FileName=VA-248-11-RP-0100-000.doc

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 1 - PRICE LIST (JUNE 10).DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214560&FileName=VA-248-11-RP-0100-001.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214560&FileName=VA-248-11-RP-0100-001.DOC

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 2 - BUSINESS ASSOCIATE AGREEMENT TEMPLATE.DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214561&FileName=VA-248-11-RP-0100-002.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214561&FileName=VA-248-11-RP-0100-002.DOC

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 3 - PAST PERFORMANCE SURVEY.DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214562&FileName=VA-248-11-RP-0100-003.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214562&FileName=VA-248-11-RP-0100-003.DOC

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 4 - QASP EYEGLASSES (FINAL).DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214563&FileName=VA-248-11-RP-0100-004.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214563&FileName=VA-248-11-RP-0100-004.DOC

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 5 - HISTORICAL DATA ON ORDERS.XLSX (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214564&FileName=VA-248-11-RP-0100-005.XLSX)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214564&FileName=VA-248-11-RP-0100-005.XLSX

 

File Name: VA-248-11-RP-0100 S02 ATTACHMENT 6 - VA INFORMATION AND INFORMATION SECURITY - PRIVACY.DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214565&FileName=VA-248-11-RP-0100-006.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=214565&FileName=VA-248-11-RP-0100-006.DOC

 

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

Place of Performance

Address: West Palm Beach VA Medical Center;7305 North Military Trail;West Palm Beach, FL

Zip Code: 33410
 

Record

SN02485043-W 20110701/110629234421-a7dc6715f3c38e310c4b052d0526ce12 (fbodaily.com)
 

Source

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

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