Department of Health and Human Services

Indian Health Service

Specifications

Eyeglasses and Lenses

1. PURPOSE OF THE PROJECT

The Oklahoma City Area Office (OCA), Indian Health Services (IHS) has a requirement for Optical lens,

Frames, and other items at the Haskell Indian Health Center.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide Optical lens, Frames, and other items for the Haskell Indian Health Center

Optometry Department.

3. PERIOD OF PERFORMANCE

5 Year BPA beginning from the date of the award. Reviewed annually.

4. LEVEL OF EFFORT

The Contractor shall provide new items.

Frames:

Contractor shall supply a minimum of 150 frames for display in the eye clinic. Selection of such frames

shall be at the discretion of the optometry department upon review of contractor’s allowable frames. Frames

for display shall include a variety of entry to mid-range cost frames ($10-$30) suitable for men, women,

children, sports recreational specs, OSHA safety, and unisex. The contractor should also be able to provide

Extra-Large frames (very important).

All frames and lens shall include a one (1) year warranty based on industry standards.

If any products are discontinued and/or unavailable, then submit equivalent item.

Lenses:

Lenses shall include plastic, polycarbonate, high-index and glass materials in traditional and digital

manufacturing, if necessary.

Tinted lens options shall include both solid and gradient options in addition to plastic photochromic. Blue

light lenses, AR coats should be available as well.

Lenses shall include scratch resistant coatings with a one (1) year warranty.

School aged children shall be upgraded to polycarbonate lens material at no cost.

Patients with sphere or cylinder more than (+/-) 4Diopters shall be upgraded to Hi-index with AR at no cost.

This is expected to be minimal.

No high sphere, cylinder, prism, or oversize blank charges.

If any products are discontinued and/or unavailable, then submit equivalent item.

Orders:

Contractor shall provide a secure online ordering website/portal for placement of orders.

Contractor shall be able to maintain separate accounts for various funding sources should the need arise.

Payment of frames and/or lenses shall also include 3rd-party payments by credit/debit card and/or tribal

funds as it may make up a portion or the entirety of the order. Reasons for this could be a second pair of

glasses through the patient’s tribe or a patient desiring features not covered by the Haskell Indian Health

Center Glasses Program.

Completed spectacles shall be sent to Haskell Indian Health Clinic (2415 Mass. St., Lawrence, KS 66046)

within 7-10 business days of the order date.

The contactor shall include an inexpensive case with each pair of eyeglasses ordered.

Product Quality:

Type of Lens: single vision, bifocal, trifocal, progressive and aspheric lenses on corrected curve, white or

tinted lenses, glass impact resistant or plastic, mounted in approved type frames.

Unless otherwise specified, lenses, material, powers and workmanship shall be in accordance with the

American National Standards Institute, ANSI Z80.3-2009. All glass ophthalmic lenses, with the exception

of glass safety lenses will be chemically strengthened to comply with FDA regulation 21 CFR, Parts 3 and

4, for impact resistance, unless specified otherwise by the prescriber. Except for physical characteristics of

the material used, plastic lenses furnished will conform to the performance specifications for corrected

curve lenses made of class and the ANSI Z80.3-2009 standard. Such plastic lenses shall be made from hard

resin plastic. Safety eyewear will comply with ANSI Z87.1-2010 standards. Safety lenses will be edged with

safety approved bevel, etched with lab identifier code on upper outside corner, heat hardened and drop ball

tested when applicable.

Eyeglass frames shall be in accordance with the American National Standards Institute, ANSI/ISO

7998/8624/12870-Optics.

Contractor shall be a certified laboratory with the ability to complete the requirements set forth within this

scope.

Redo’s and Refund’s

At minimum, Contractor shall agree to the following standards:

Lab errors will be done over at no charge within 90 days of the ship-date.

Rx changes within 90 days of original ship-date are no charge (one-time).

Upgrades on lenses within 60 days of original order can be done with a 50% discount.

Non-Adapt redo for progressive lenses will be made at no charge within 90 days of ship-date.

Downgrades (transitional to clear lenses) or same-price changes can be done with 90 days of original shipdate.

The contractor shall be responsible for all labor, materials, shipping costs, and associated expenses

necessary to fulfill contract agreements to and from the Haskell Indian Health Center.

Personnel Qualifications: Key personnel assigned to the contract should have 3 years of experience

(minimum) in the fabrication of eyeglasses.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for

contract performance period. Contractor employees will be required to obtain a visitor’s pass upon

arrival for services from Facilities Management.

5.2. The US PHS Haskell Indian Health Center is a tobacco/smoke free environment (buildings and

grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated

point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall

be responsible for the security of all organizational information. Current rules and regulations

applicable to the premises, where the work shall be performed shall apply to the contractor and its

employees while working on the premises. These regulations include but are not limited to, escort by

Haskell Indian Health official, presenting valid identification, smoking restriction and any safety

procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Haskell Indian Health Center. Such action(s) could result in violation of the contract and possible legal

actions.

5.5. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a

result of or in connection with the performance of the contract, the resolution of which may require the

dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated

government employee. The government will provide the contractor with dock access and building

access for this sole purpose. The designated government employee will work with the pertinent

government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm.

Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the

government’s designated representative for coordination of supplies, delivery, and/or maintenance. The

POC will be empowered to make daily decisions to ensure that the contract implementation and day-today

maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service

calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm,

Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall supply the facility to house the consignment frames.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

The contractor will coordinate startup and training date with the designated government employee. Training

could be in person or on-line. Training should consist of:

?? Basic lab/industry terminology

?? Different lens materials and coatings that can be provided by the lab

?? Patient frame selections and measurements

?? The preferred process for handling warranty and redo jobs

?? How to prevent warranty and redo’s at the time of ordering

?? Different lens designs and when to order which types

?? How to navigate and utilize the web-portal for entering glasses.

?? The manufacturing process

?? Hard/Electronic Copy of the training material including contractor point-of- contact information

The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under

the contract.

Frame Display: Two (2) wall panels shall be provided by contractor. One (1) wall panel 40” width or

smaller and one (1) 48” width or smaller, both with lengths long enough to accommodate 150 frames. Space

for optical will be small.

9. CHANGES TO THE SPECIFICATIONS

Any changes to these specifications shall be authorized and approved only through written correspondence

from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the

Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

The contractor will be evaluated over the contract with the quality of their products by the amount of returns

with the contractor’s error in lenses, the quality of their products with amount of returns do to product

breakage.