SPECIAL NOTICE
Q -- 4 Month Eye Glass and Eye Exam extension for FY-12 .
- Notice Date
- 9/21/2011
- Notice Type
- Special Notice
- NAICS
- 339115
— Ophthalmic Goods Manufacturing
- Contracting Office
- Department of Veterans Affairs;Orlando VA Medical Center;5201 Raymond Street;Orlando FL 32803
- ZIP Code
- 32803
- Solicitation Number
- VA24811RP0874
- Archive Date
- 11/20/2011
- Point of Contact
- Alonzo Jacobs
- E-Mail Address
-
7-6576<br
- Small Business Set-Aside
- N/A
- Description
- Intent to Sole Source Contract Award: The Contracting Office Orlando Veterans Affairs Medical Center intends to make sole source awards for continuation of eye examination and eye glass dispensary services to incumbent contractors Visioncare Consultants of Florida, P.A., 1937 A N. Military Road, West Palm Beach, FL under VA248-P-0031 and VA248-P-1411, and Eye Glass Optical Outlets, Inc., 3904 E. Hillsborough Avenue, Tampa, FL under VA248-P-1413 &VA248-P-1414 for continued provision of services at the Orlando VAMC, Daytona, FL Outpatient Clinic and Viera, FL Outpatient Clinic. NAICS Code 399115 applies. This procurement requires Florida State licensed Optometrists, properly trained in HIPPA and patient privacy regulations that are credentialed and who have cleared background investigations so as to have access to the VA ™s Computerized Patient Record System (CPRS). Performance will be for a four (4) month extension period from 1 October, 2011 through 31 January, 2012 to continue services while the follow-on RFP VA-248-11-RP-0874 for a Base Year and Four-12 month Option years is being prepared for issue. The authority for this purchase is 41 U. S.C. 253 (c) (1), 6.302-2 Unusual and Compelling Urgency, an unusual and compelling urgency precludes full and open competition; any delay in award of a contract would result in serious injury, financial or other to the Government. This notice of intent is not a request for competitive quotes. It is not a solicitation or request for offers. No contract will be awarded on the basis of offers received in response to this notice. A determination by the Government not to compete this four (4) month requirement is solely within the discretion of the Government. No solicitation package is available for the award of this four (4) month effort. However, any qualified vendor that determines it can meet the government ™s requirements may give written notification through e-mail to the Contracting Officer, Alonzo.Jacobs@va.gov no later than 3:00 PM, EST, 26 September, 2011. Telephone inquiries will not be accepted. Scope of Work: Scope of Work: The Contractor shall furnish eye examinations and eyeglasses for the Department of Veterans Affairs (VA) veterans that are requiring them and are eligible for assistance. Services for eye examinations and subsequent prescription eyeglasses shall be provided at the Contractor's location (Offsite services). Services to provide prescription eyeglasses only shall be provided by the Contractor at the VA's location (Onsite services). Offsite contractors shall be located as specified in GEOGRAPHIC LOCATION OF OFF SITE PROVIDERS AND AREAS OF RESPONSIBILITY paragraph. TERM OF CONTRACT Base PeriodOctober 1, 2011 thru January 31, 2012 Option Period OneFebruary 1, 2012 thru March 31, 2012 STANDARDS OF PERFORMANCE EYEGLASSES The Contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription. All items provided by the contractor shall be new. 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 +4.000. 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 +4.000,50% 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 multi-focal, 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 chemically strengthened for impact resistance. h. Ophthalmic lenses with cylinder power of less than 1.50 or greater than 1.50 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. c. One eyeglass case will be provided with each pair of eyeglasses furnished at no charge by the contractor. Eyeglass cases shall be the sliding style or snap style at the discretion of the Veteran. EXAMINATIONS Contractor shall provide comprehensive eye examinations for eligible veteran beneficiaries. Some requirements will be for refractions only and shall be indicated when services are requested. Refractions and exams shall be performed by Optometrists or Ophthalmologists who possess a full and unrestricted license to practice in the State of Florida. The components of this examination are to include: 1) patient demographics (age, race, sex) 2) chief complaint with appropriate history 3) patient ocular history (including surgery, laser, trauma) 4) patient medical history (including diabetes, hypertension, pulmonary disorders, cardiac problems, stroke and any other pertinent history) 5) family ocular history (including glaucoma and blindness) 6) ocular medications (including med including prednisone) 8) medical allergies 9) distance visual acuity (with current Rx if available) and pinhole 10) neutralization of current Rx 11) manifest refraction for distance and near with best visual acuity for each eye at distance and for both eyes at near 11 a) Rx given if different from manifest refraction 12) pupils (including direct, consensual response and presence or absence of afferent pupillary defect) 13) motility of extraocular muscles 14) confrontation visual fields 15) external exam (as indicated) 16) slit lamp exam (including lids/lashes, conjunctiva, cornea, anterior chamber, iris, lens) 17) applanation tonometry (including time and date). Only disposable tonometer tips shall be used for intraocular pressure checks. 18) gonioscopy if Van Herrick estimation of angles < grade II 19) dilated fundus exam (including complete description of cup/disc ratio, presence of notching or pallor, documentation of macula, posterior pole, vessels, periphery and vitreous) 20) impression and plan should be written clearly and concisely indicating appropriate follow-up time and recommended testing required for each diagnosis listed. 21) patients found to have narrow angles or retina problems shall be referred back to the VA in accordance with the Paragraph entitled śOTHER ť below. Under no circumstances shall patients be given a contact lens exam. ONSITE SERVICES: Onsite services include providing eyeglasses not eye examinations. VA optometrists or ophthalmologists will perform refractions and examinations. The VA will provide the prescription for eyewear to the onsite contractor to fill. The VA will provide appropriate space for optical eyewear dispensary. Room will be available during normal business hours 8:00 am to 4:30 pm. Tour may vary depending upon arrangement with the VA eye clinic. VA will furnish desk, chairs and telephone. The contractor shall provide computer and/or fax equipment. The Contractor shall provide all necessary equipment, materials and supplies required by optical technician to perform services. Contractor furnished equipment shall be maintained, repaired or replaced as necessary, at no cost to the VA, when failure or malfunction is due to normal usage or due to the fault of the contractor. Contractor on-site services will be required upon award to sign a Department of Veterans Affairs ”Veteran Canteen Service (VCS) Concessionaire Agreement. On-site contractor (Concessionaire) will be required to pay the VA/VCS a sum equal to 12% of gross receipts on retail sales outside the scope of this contract. This would include retail sales to VA employees, volunteers, visitors, ineligible veterans and upgrades to eligible veterans. OFFSITE SERVICES:Offsite services include providing eye examinations and eyeglasses. Contractor shall provide all necessary materials, labor, and space necessary to provide theses services and products in accordance with specifications. REFERRALS Eligible veteran beneficiaries will be referred directly ELECTRONICALLY from the VA to the contractor. Patients will be identified to the provider as an eligible veteran beneficiary through presentation of a Veterans Universal Access ID Card. See VA ELECTRONIC MEDICAL RECORDS for reporting and documentation of services performed. VA ELECTRONIC MEDICAL RECORDS The contractor shall be provided access to the VA's electronic medical record (Computerized Patient Record System-CPRS Graphical User Interface-GUI and Veterans Health Information Systems and Technology Architecture-VISTA). For this purpose the contractor must have computer(s) with the following minimum attributes at the time of award, and must be willing to sign agreements outlining maintaining confidentiality of CPRS GUI and VISTA data and to complete mandatory annual Security Awareness Training and a Rules of Behavior. 1. WIN 2000 2. 128MB RAM 3. DSL Broadband Cable or High Speed Dial-Up The VA will provide to the Contractor Instructions and Forms to acquire a One-VA VPN Access, VISTA Access, Security Awareness Training and Rules of Behavior. The VA shall provide appropriate training to Contractor's employees on the software program to be utilized The VA will provide a specific format for documentation of the examination and for entry of data into the electronic medical record. a. Electronic data entry into VISTA via CPRS. This is to include a complete exam note signed by the provider who actually completes the exam. The provider will also complete the information necessary to satisfy the diabetic reminder for diabetic patients. The following data will be entered electronically using the provided format: 1. visual acuity 2. intraocular pressure readings in all patients 3. retinal examination results for patients with diabetes PATIENT RECORDS Upon request by the VA, the contractor will provide access to and furnish case records of VA patients for whom claims have been submitted and that the VA may use any information so obtained for statistical, actuarial, scientific review or other reasonable purposes. At the end of the contract term, the contractor will provide copies of all patient records not captured by CPRS to each individual Prosthetic Office at each medical facility covered by this contract. DESCRIPTION OF FACILITIES / EQUIPMENT / INSTRUMENTS a. The contractor's facility or facilities must be accessible and convenient for wheelchair patients and other handicapped or disabled Veterans in accordance with the American Disabilities Act. The contractor shall have an exam lane that is wheelchair accessible to preclude the need for transfers. There shall be adequate parking convenient to all VA patients. b. The contractor must have computer(s) with the following capabilities to interface with the VA's medical record system: WIN 2000, 128MB Ram and DSL Broadband Cable or High Speed Dial-Up. c. The contractor will submit with their offer, a description of all significant equipment used at the facility or facilities including the manufacturer name, date of acquisition, and maintenance records. Significant equipment is defined as major equipment and instrumentation used in the performance of the services identified. The VA reserves the right to inspect the equipment as part of the technical evaluation of this contract and/or if any equipment related problems arise during the term of the contract. Annually, the contractor will submit a current record of maintenance for all major equipment. d. The contractor will submit with their offer, a description of their facilities listed by location, up to and including any photographs of the site. Hours of operation for each site shall be submitted with the offer. e. The contractor agrees to keep all instruments clean and in working order. A log book shall be maintained on maintenance and cleaning of all equipment.
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