Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 15, 2016 FBO #5166
DOCUMENT

Q -- Optical Services-Veteran Affairs Mt Vernon CBOC Base Plus Four Option Years Needed Looking for Optometrists within walking distance of CBOC - Attachment

Notice Date

1/13/2016
 

Notice Type

Attachment
 

NAICS

621320 — Offices of Optometrists
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 20;8524 N Wall St;Spokane WA 99208
 

ZIP Code

99208
 

Solicitation Number

VA26016Q0119
 

Response Due

1/20/2016
 

Archive Date

2/3/2016
 

Point of Contact

Daniel Szambelan
 

Small Business Set-Aside

N/A
 

Description

Off-site Optical Services for Mount Vernon CBOC of the PSHCS Statement of Work November 2015 1. Contract Title: Off-site Optical Services for the Mount Vernon CBOC 2. Background: The Veterans Affairs Puget Sound Health Care System (PSHCS) northwest clinic at Mount Vernon, WA has a need to contract with a vendor to provide optical service within close proximity to the clinic location at 307 S. 13th Street, Mount Vernon, WA 98274. The provided care shall cover the range of optical services normally provided by an optician, in accordance with the specifications and requirements contained herein. The VA maintains an eyeglass laboratory in Boise, Idaho which will fill orders and ship the completed eyeglasses directly to the Veteran. Veterans are only authorized to select from the frame samples provided by the VA. The contractor shall provide an estimated 225 optical services per month, Monday through Friday, excluding federal holidays. 3. Scope: The contractor shall provide optical services for Veterans presenting with a proper authorization for spectacles between the hours of 9 a.m. and 5 p.m. Monday through Friday, excluding federal holidays. Veterans will be seen within 15 minutes of arrival at the contractor's facility. a. The contractor shall maintain a working fax machine in order to communicate with the VA Eye Clinic, located at Mt. Vernon CBOC. b. Must be a licensed Dispensing Optician in accordance with Washington State Dispensing Optician Board. c. This is a Task Order contract request. Therefore we request this contract to be set up as single source BPA or IDIQ. We will leave this to the discretion of the Contracting officer. d. The contractor will be compensated for providing optical services for a minimum of 10 Veterans per month at the price listed in the contract. All additional services to veterans in excess of the minimum will be accounted for and reimbursed on a per person basis at the same rate stated in the CLIN for the appropriate timeframe. e. Estimated quantities are 220 Veteran services per month. f. Vendor will bill monthly and will be paid in arrears. Vendor will bill only services provided. g. All Veterans shall be seen within 15 minutes of arrival. If time constraints arise, the contractor will coordinate with the VA Point of Contact (POC) prior to violating thte time requirement of rescheduling the Veteran. h. The contractor shall provide optical services listed under Specific Tasks to VA patients. 4. Specific Tasks: (ICD-10-CM code Z46.0) Encounter fitting (and adjustment)(of) spectacles. CPT Codes: dispensing services (CPT-4 codes 92340 - 92342 and 92352 - 92353) must be billed on the CMS-1500 by dispensing optical providers (ophthalmologists and dispensing opticians). a. All veterans will be seen within 15 minutes of checking in with the Vendor. If time constraints arise, the contractor will coordinate with the VA Point of Contact (POC) prior to violating the time requirement or rescheduling the Veteran. b. Show the Veteran which VA sample frame styles they may choose from and explain those are the only frame choices they may select. c. Provide assistance in frame style selection when requested. d. Measure eyeglasses utilizing VA provided sample frames to include monocular PDS, segment heights, multifocal type, temple length, tints and coatings and document them on VA Form 10-2914. A Copy of this form may be viewed at http://vaww4.va.gov/vaforms/medical/pdf/10-2914-fill.pdf e. Complete the Veterans' mailing address on the ordering form. f. Provide the Veteran with a copy of the completed order form. g. Fax the completed eyeglass order to VA Mt. Vernon Eye Clinic at 360-419-3700, or as otherwise directed within 24 hours of completion. h. Maintain a secure file of eyeglass orders for 12 months. i. Provide basic fitting, including adjustments of nose pads and temples. j. Provide basic repairs, including replacement screws and nose pads. k. Duplicate current eyeglass orders when the eyeglasses are lost or damaged beyond repair. l. Verify the completed eyeglass order, if the accuracy of the prescription or fitting is in question. m. Correct fitting errors, including reordering to obtain a proper fit. n. Free parking at all locations required for service. 5. VA Provided Property: a. Sample Frames (approximately 50) will be provided to the contractor who will maintain security, care and inventory at the Contractor's location. I.Veterans are only authorized to select from the frame samples provided by the VA. II.Parts to do simple repairs, to include but not limited to, screw replacement and nose pads. b. Ordering Forms VAF 10-2914 will be provided. 6. Process of Completed Subscriptions: a. The Contractor shall fax the prescriptions to the VA Eye Clinic at Mt. Vernon CBOC. The prescriptions must be submitted to the VA Clinic within 24 hours of creation by the contractor. b. The VA Lab will process and fill the lenses and frame order per the Contractor's specifications and authorized forms. c. The VA Lab will be solely responsible for shipping the completed eyeglasses directly to the Veteran. 7. Quality Management/Adherence to Policies: a.The Contractor shall ensure that adequate quality controls are in place to ensure VA referred patients are seen within a timely manner, are treated professionally and that current Veteran addresses are verified and place on all paperwork. b. The Contractor is also responsible to ensure patient files are secured and maintained for one year, twelve months. This shall include limited and tracked personnel access as well as physical storage. 8. HHS/OIG Exclusionary List: Contractor shall ensure that any employee working under this contract is not on the Health and Human Services Office of the Inspector General's Exclusionary list. 9. Security 6500.6 information: The C&A requirements do not apply, and a Security Accreditation Package is not required 10. Payment: a. We request a firm fixed unit price bulk funded indefinite quantity contract, or a bulk purchase agreement. Quantities are estimated quantities and not a representation to the prospective Contractor as any form of guarantee. b. The minimum quantity is 10 Veteran services per month. The maximum quantity will be 5,000 Veteran services per year. c.Invoices shall be monthly, include only services rendered and will be paid in arrears. 11. Period of Performance: This contract is to be effective as of Date of Award through December 31, 2016 with four one year options. a.Option Year 1:April 1, 2017 through March 31, 2017 b.Option Year 2:April 1, 2018 through March 31, 2018 c.Option Year 3:April 1, 2019 through March 31, 2019 d.Option Year 4:April 1, 2020 through March 31, 2020 The Contractor shall perform no services after December 31, 2016 until the Contracting Officer authorizes such services in writing. Privacy Officer Language for Statement of Work (SOW) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 1.Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2.Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3.Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4.Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5.Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6.The Government Agency owns the rights to all data/records produced as part of this contract. 7.The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8.Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9.No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10.Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SpVAMC/VAMCCO80220/VA26016Q0119/listing.html)
 

Document(s)

Attachment
 

File Name: VA260-16-Q-0119 VA260-16-Q-0119.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2506770&FileName=VA260-16-Q-0119-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2506770&FileName=VA260-16-Q-0119-000.docx

 

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: VA Mount Vernon CBOC;307s 13th st. Suite 200;Mount Vernon, WA 98274

Zip Code: 98274
 

Record

SN03989868-W 20160115/160113234241-3a455bed7f2b560e7ddcd6f659302344 (fbodaily.com)
 

Source

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

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