Q511--VISN 10 IN & MI Optical Dispensing Service

Amendment / Modification

This amendment addresses questions received from contractors regarding Solicitation 36C25026R0012. Key clarifications include:

• Maximum Contract Values: The maximum contract value for Indiana is corrected to $6,700,000.00, and for Michigan to $10,100,000.00.
• Invoicing and Payment: Payment will be made via Government Purchase Card (GPC), with Purchasing Agents placing orders weekly. Invoices are to be submitted weekly via Tungsten. The previous invoicing instructions have been removed and replaced.
• Printers: Printers will not be provided by the government; multi-function devices will be available.
• Incumbents: There are two incumbents: L &S Optical, Inc. for Indiana sites and Steven Schaller Optician, LLC for Michigan sites.
• Evaluation Basis: Offers will be evaluated as addressed in "Instructions to Offerors E.1".
• Patient Volumes: Estimated volumes are listed in the price schedule.
• Pricing Structure: Pricing will be based on a fixed per dispensed rate.
• CLIN Quantities: Quantities for CLINs 1011, 2011, 3011, 4011, and 5011 are placeholders for a clinic not yet dispensing. Quantities for CLINs 1002, 2002, 3002, 4002, and 5002 are correct as listed in Section B.5 Price/Cost Schedule.
• Direct Shipping: Eyeglasses shipped directly to veterans will be reported by order entry and counted as dispenses by the Contractor.
• USPS Access: Facilities do not have USPS access for contractor utilization.
• Patient Satisfaction Surveys: 50 surveys per month are required for the entirety of all work locations.
• Technical Capability Performance Plan: The requirement for describing credentials and training for employees will be modified to accept descriptions of credentials, education, and/or experience that the Contractor will require for the primary program manager and opticians, and how these qualifications will be vetted for new employees.
• Optician Certifications: Contractors must comply with each state's regulations regarding opticians.
• Subcontracting: Small businesses may subcontract to any similarly situated entities while complying with subcontracting regulations.
• Funding: Funds are appropriated annually by Congress, with some service contracts crossing fiscal years.
• Historical Workload: Estimates in the price schedule are based on historical workload. See attached "IN and MI Historical Trends Dispensary".

This amendment modifies various sections of the original solicitation, including pricing, payment, invoicing, technical requirements, and submission instructions.

Offerors should review all clarifications carefully as they impact pricing, invoicing procedures, technical qualifications, and other submission requirements. The amendment does not explicitly extend the offer receipt deadline.

Form / Attachment / Pricing Sheet

This Excel file provides historical and projected dispensary data for various locations, likely for use in proposal development or understanding the scale of operations.

• FY24 Data: Total and Weekly Average dispensary data for multiple locations.
• FY25 Data (thru 6/21/2025): Total, Weekly Average, and Estimated Annual Total dispensary data for the same locations, based on 39 weeks of shipped data.
• Locations: Includes data for Ann Arbor, Toledo, Battle Creek, Grand Rapids (Wyoming), Detroit, Ft Wayne, Mishawaka VAMC, Indianapolis, Wakeman VA Clinic, Bloomington VA Eye Clinic, Martinsville VA Clinic, Lafayette VA Clinic, Terre Haute, Brownsburg, Shelbyville VA Eye Clinic, and Marion.

This document offers historical and projected shipment volumes for dispensaries across several VAMC and clinic locations. Bidders can use this data to understand past performance and forecast future needs, which is crucial for developing accurate pricing, staffing plans, and logistical strategies for any related contract opportunity.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback on a contractor's performance for a specific solicitation. It is intended for use by individuals or entities who have experience with the contractor's work on Solicitation No. 36C25026R0012, related to VISN 10 IN & MI Optical Dispensing Service.

• Contractor Identification: Fields to specify the contractor's name.
• Solicitation Information: Reference to Solicitation No. 36C25026R0012 and the Nature of Work (VISN 10 IN & MI Optical Dispensing Service).
• Performance Evaluation Scale: A 1-5 scale (1=Unacceptable, 5=Superior) for rating contractor performance on specific criteria.
• Evaluation Criteria: Questions cover workmanship, personnel/equipment/quality control, cooperation, timeliness of paperwork, cost control, compliance with laws/regulations, overall quality, and likelihood of awarding future contracts.
• Comments Section: Space for detailed feedback.
• Respondent Information: Fields for the name, company/agency, address, phone, signature, and title of the person completing the questionnaire.
• Return Instructions: Specifies returning the completed questionnaire to Kristina L. Peart, Contracting Officer, via email at Kristina.Peart@va.gov.

Bidders should be aware that this questionnaire is used to collect past performance information, which is often a significant evaluation factor in government procurements. Understanding the criteria on which contractors are evaluated can help bidders prepare more competitive proposals and focus on demonstrating strong performance in these areas. The solicitation number and nature of work indicate this questionnaire is related to a specific opportunity for Optical Dispensing Services.

Solicitation / RFP / RFQ

This solicitation is for Optical Dispensing Services for Veterans Integrated Service Network (VISN) 10, covering VA Medical Centers (VAMCs) and Clinics in Indiana and Michigan. The services include fitting, ordering, adjusting, dispensing, minor repairs, and education for eyeglasses.

• Provide all labor, equipment, materials, supplies, and supervision for eyeglass dispensary services.

• Assist Veterans with frame selection, measurements, fitting, and ordering eyeglasses.

• Perform minor repairs and adjustments to eyeglasses.

• Educate Veterans on eyewear.

• Comply with VA security, privacy (HIPAA), and information system requirements.

• Maintain effective Quality Control and Performance Monitoring Plans.

• Respond to inquiries within one business day.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ).

• Period of Performance: Multiple ordering periods, with the first period beginning May 1, 2026, and ending April 30, 2027. The contract may extend up to five (5) ordering periods, each one year in duration.

• Estimated Value: Approximately $9 Million (for Block 10 of SF 1449, likely an estimate for the initial period or total potential).

• Maximum Contract Value: $10,100,000.00 for Indiana and $6,700,000.00 for Michigan.

• Minimum Guarantee: $1,000.00 in the initial fiscal year.

• Offer Due Date: April 10, 2026, 13:00 EDT.

• Submission Instructions: Proposals must be submitted electronically and in hard copy as detailed in Section E.

• Evaluation Factors: Technical Capability (Performance Plan, Quality Assurance Plan, Security Plan, Equipment Plan), Past Performance, Price, and Veterans Involvement. Technical Capability and Past Performance are more important than Price and Veterans Involvement when combined.

• Key Deadlines: Questions due by March 23, 2026.

• Acquisition is Unrestricted.

• NAICS Code: 621320 (Offices of Optometrists).

• Size Standard: $9 Million.

• Evaluation factor for Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses (SDVOSB/VOSB).

• FAR Parts 12 and 15 are being used for this procurement.

• All questions will be answered via amendment to the solicitation.