VA Medical Center (04-90C), 1201 N.W. 16th Street, Miami, FL 33125

65 -- FURNISH AND DELIVER EYEGLASSES SOL RFP 546-12-98 DUE 013098 POC Jane Ferencz, 305/324-3107 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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 package will be faxed upon request. This solicitation no. RFP 546-12-98 is issued as a Request For Proposals. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-2 and VAAR 96-28. The Standard Industrial Code (SIC) is 5995 and the small business size standard is $5 million. Contract will be firm, fixed-price, requirements type. Requirement is to provide and deliver supplies and services listed in the schedule which consists of prescription eyeglass lens, frames, and cases for the VA Medical Center, 1201 NW 16th Street, Miami, FL and its patients in Dade and Monroe Counties and the VA Outpatient Clinic, 5599 N. Dixie Hwy., Oakland Park, FL and its patients in Broward County in strict accordance with all specifications, provisions, terms and conditions of this solicitation and any resulting contract. Contract period will be from January 30, 1998 or date of award, whichever is later, through September 30, 1998 with two additional one year options. The total items issued by all contractors for 1997 in the areas covered by this solicitation are shown as the estimated quantities in the pricing schedule. Note that offerors may be awarded only a portion of those amounts shown since the VA anticipates awarding multiple contracts in each area. However, offerors must show their capacity to provide all the service for the entire area on which they are making an offer in the case of a single award. Lens, pricing should be on a per each lens basis. VA anticipates the award of multiple contracts on a firm fixed price basis from this solicitation for commercial items. It is expected that each contract will contain one (l) base period and two (2) renewable option years. VA shall determine (based on an integrated assessment of each offeror's technical and price proposals) the individual proposals judged to be most advantageous to the Government for award as a preferred provider of the service in the area covered. The Contractor shall fabricate all eyeglasses in strict conformance to the eyeglasses prescription that has been provided by the VA Clinic Team. Contractors shall not add or substitute components or alter the beneficiaries prescription in any way without prior approval and written authority from the VA Clinic Team or designee. All items provided by the contractor shall be new. All 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. 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. Glass ophthalmic lenses shall be chemicallystrengthened 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 in the order. Single Vision Lenses -- Lenses shall be available in glass, plastic, or polycarbonate. Construction of single vision lenses shall include spheres, plano cylinders, and sphero-cylinders in all powers. Clear, framed lenses and oversized blanks shall be available. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Bifocal Lenses -- 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. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments. Trifocal Lenses -- 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 +1.5 to +4.00D, 50% intermediate power. For single vision patients, suitable pieces of broken lenses can be used for fabricating blank/plano lens. Lenses shall be available in glass with flattop, executive and round segments, and polycarbonate with flattop segments. All frames shall be fabricated in accordance with the current edition of the "American National Standard Requirements for Dress Ophthalmic Frames" ANSI Z80.5. Upon award, the contractor shall provide a sample kit consisting of samples of each available size combination and color of each frame required under Section A.3 to allow for different eye sizes, bridge sizes, temples, and colors. New frame samples shall be provided with each contract renewal. When fulfilling prescriptions, the contractor shall provide completely assembled eyeglass frames placed in standard alignment and include mounting of lenses. In addition, one eyeglass case for each pair of eyeglasses shall be furnished by the Contractor. The contractor shall provide any special lenses design (shall be available in balanced lenses, prismatic lens, cataract lens, aspheric lenses, and slab-off prism). These requirements will be specified by the government in the order. Charges for items not listed in the contract shall be in accordance with the contractors current, regular published list price. Such price list shall be provided to the contracting officer upon contract award. Updates shall be furnished upon publication. The contractor agrees to provide all services specified in this contract for any person determined eligible by the Under Secretary for Health, or designee, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered. The contractor further warrants that he/she shall not resort to subcontracting as a means of circumventing this problem. Under normal circumstances, VA shall require the contractor to deliver items ordered under this contract no later than 7 calendar days after receipt of a purchase/delivery order. The contractor shall notify the VA Prosthetic Representative and show cause in the event he is unable to deliver the required items in accordance with the Government's required delivery date. Failure by the contractor to provide a written notification within 48 hours as specified above constitutes receipt of an order. In the event the Government desires expedited delivery, the ordering activity shall telephonically contact the contractor and inquire into the feasibility of obtaining this condition. The contractor shall respond within shall respond within 24 hours to such request and an expedited delivery date shall be mutually agreed upon. Any additional costs incurred by the contractor for meeting thisrequirement shall be negotiated in accordance with clause 52.212-4, Contract Terms and Conditions-Commercial items. Failure by the contractor to deliver the ordered eyeglasses on an expedited basis, or otherwise fulfill the agreed upon requirements shall constitute an event of default, and the Contracting Officer shall undertake any action authorized pursuant to this solicitation, or otherwise in accordance with applicable statutes and regulations. During the 90 day period after acceptance, all necessary adjustments (i.e., material defects, distortions, etc) shall be made by the contractor. The contractor warrants/guarantees the eyeglasses against defective material and/or workmanship for a minimum of one year from the date of acceptance. 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. Should the prescription be incorrectly filled, the contractor agrees to make corrections at no additional cost to the Government. 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. If eyeglasses are returned to the contractor for correction of a problem due to their error, the corrected glasses shall be returned to VA facility within three (3) calendar days of receipt of the defective glasses. The contractor shall immediately notify all affected VAMC(s) and contracting activities in the event of a product recall, removal, required adjustment, or required modification that is suggested or mandated by the contractor, distributor, manufacturer, or any regulatory or official agency. The information that shall be included in this notification includes: (1) Acomplete item description, identification.(2)Administrative identification data including contract number, order numbers, and order date.(3)Reasons for recall, removal, adjustment, or modification.(3)Instructions for appropriated corrective action.Delivery is to be FOB Destination to the VA facility placing the order, mailed to the patient or made available for pick up at the contractor's place of business as directed by the VA Form 10-2914. Authorized users of this contract are Department of Veterans Affairs, Department of Defense (DOD) and other Federal civilian agencies, however, usage of this contract by DOD and other Federal Civilian Agencies shall be in accordance with the terms and conditions of Sub-Part 17.5 of the Federal Acquisition Regulations entitled "Interagency Acquisitions Under the Economy Act." Any transaction by a federal entity other than VA under this contract will be supported by an interagency agreement. Invoices submitted for payment shall include the purchase/delivery order number, beneficiary's name, detail of work accomplished, and must be accompanied by a copy of the signed acceptance receipt. All invoices will be submitted in accordance with the address provided on the purchase/delivery order. The preferred method of payment will be the Government "IMPAC" Credit Card and the contractor must be capable of accepting it for payment. Contractor must have the capability to receive orders via facsimile transmission. The government will submit all available orders to the contractor on a daily basis. Batching of orders is not authorized by either party. The VA will use the VA Form 10-2914, Prescription and Authorization for Eyeglasses, to place orders with the contractor. The following provisions and clauses shall apply to this solicitation: FAR 52.212-1 Instructions To Offerors -- Commercial Items; FAR 52.212-2 Evaluation of Commercial Items; FAR 52.212-3 Offeror Representations and Certifications-Commercial Items; FAR 52.212-4 Contract Terms and Conditions-Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items apply to this request. Pursuant to 52.212-2 The Government intends to make multiple awards to the responsible offerors whose offers are the most advantageous to the Government. Award will be based on (1) price and (2)technical acceptability as determined information submitted which demonstrates (a)Education of individuals providing supplies and services to VA Beneficiaries. This information should include all collegiate or advanced degrees obtained, training courses completed, and the dates of completion of each, and all certifications, licenses, or other professional recognition obtained. (b) Management Capabilities and Approach: Describe management methods used to assure the provision of prompt and quality service, including a description of a quality assurance and customer service plan tailored towards the unique client base of the Department of Veterans Affairs and (c) Past Performance: Identify all Federal, State, and local government contracts and private contracts of similar type, scope, size, and complexity that are ongoing, or have been completed within the past 3 years. Provide a list of references pertaining to those contracts. Information to be provided must include certified financial statements, or other similar documentation that establishes an offeror's financial solvency and stability. In addition, information must be provided that evidences customer satisfaction with an offeror's products and services, and demonstrates an offeror's compliance with and fulfillment of the requirements of previous contracts. The technical criteria are approximately equal in weight, and, when combined are approximately equal to price. Offerors are reminded that all proposals must demonstrate that offerors meet the minimum requirements set forth in Paragraph A.6 of the Solicitation, and that award will be made to no more than 20 offerors.The government will evaluate offers for award purposes by adding the total estimated price for all options to the totalestimated 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).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. The following clauses and or provisions are added by addendum: VAAR 852.270-4 Commercial Advertising; FAR 52.216-18 Ordering, FAR 52.219-19 Order Limitations, FAR 52.216-22 Indefinite Quantity, FAR 216-27 Single or Multiple Awards, FAR 217-9 Option to Extend the Term of the Contract. Proposals shall include all informationrequired in 52.212-1, schedule of prices offered, a copy of published price list for special lens, a completed copy of provision 52.212-3,. must be submitted to the attention of Jane Ferencz(90C) at the VAMC 1201 NW 16th St., Miami, FL 33125. All offers must be received not later than close of business (4:00 PM E.S.T.) on 1-30-98. Late offers will NOT be accepted. Discussion will be held only if necessary. (0013)

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