PRESOL | Q | Optometry Supplies and Services

FBO DAILY ISSUE OF JUNE 23, 2002 FBO #0203
SOLICITATION NOTICE

Q -- Optometry Supplies and Services

Notice Date: 6/21/2002
Notice Type: Solicitation Notice
Contracting Office: Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North PO Box 36600, Billings, MT, 59107
ZIP Code: 59107
Solicitation Number: RFQ10-02-019jwb
Response Due: 7/19/2002
Archive Date: 8/3/2002
Point of Contact: Jay Windyboy, Contract Specialist, Phone 406.247.7064, Fax 406.247.7108, - Evelyn Lucero-Juneau, Contract Specialist, Phone 406.247.7063, Fax 406.247.7108,
E-Mail Address: jay.windyboy@mail.ihs.gov, evelyn.juneau@mail.ihs.gov
Small Business Set-Aside: Total Small Disadvantage Business
Description: This optical procurement is enacted to provide eyewear for qualified Native American patient prescriptions for the USPHS Indian Health Service Unit Facility in Fort Washakie, Wyoming. It is the contractor's responsibility to be familiar with the contents, terms, conditions, bid schedule and statement of work contained in this RFQ package. This procurement is open to 51% Native American owned businesses. The estimated range of this procurement is between $25,000 to $100,000. Statement of Work (SOW) ? Supplies and/or Services over $2,500, but under $100,000. Optometry Supplies/Services Acquisition Background and Objectives Introduction: The mission of the Indian Health Service (IHS) is to provide the best possible health care and support services to better serve the Native American populations on the Indian Reservations throughout Montana and Wyoming. The Billings Area IHS intends on awarding a purchase order to a contractor that can provide the BAIHS with the required supplies and/or services being requested in this SOW at a price that is most cost effective and advantageous to the Government. Background Information: The Billings Area Indian Health Service primarily serves thirteen tribal nations in the States of Wyoming and Montana. The user populations are approximately 100,000 members annually; the Area Office facility is located in the south-central corner of the State of Montana. There are twelve ambulatory health care hospitals and health centers located on/around the reservations and five urban health centers in the townships of Billings, Butte, Helena, Great Falls and Missoula. Performance Location: The supplies and/or services being fulfilled by the contractor will be carried out and/or delivered to the following health care facility location(s): Indian Health Service Wind River Service Unit Building 29 Fort Washakie, WY 82514 Indian Health Service Arapahoe Eyeglass Program 127 Black coal Drive Fort Washakie, WY 82514 Indian Health Service Shoshone Eyeglass Program 14 Great Plains Road Arapahoe, WY 82510 Scope of Work: The overall purpose of this contract is to purchase supplies and/or services for the BAIHS that exceeds $2,500, but not more than $100,000 in total aggregate price. The contractor shall furnish the necessary personnel, material, equipment, services and facilities (except as otherwise specified), to perform the following Statement of Work/Specifications The contractor shall provide all necessary, materials, personnel, facilities, supplies and expertise necessary to prepare from individual prescriptions, a completed pair of eyeglasses for qualified Native American patients for the Indian Health Service. The contractor will agree to furnish references or other evidence that they have been able in the past and are able now to fulfill the volume of work required by this contract without creating undue hardship upon himself or herself or IHS. The contractor shall accept orders submitted on contractor supplied order forms, by telephone or generated electronically by the IHS computer system. The contractor shall send all completed orders to each order to the Service Unit via Express Mail, UPS, FEDEX or courier at no additional cost. The contractor will provide return postage and cover all return shipping charges for orders. The contractor shall provide a toll-free ?800? telephone number and fax number available to the ordering service unit. The contractor shall provide a bi-monthly site visit by a full-time company representative to the Service Unit to review and update the ?frame board?. The contractor will keep the frame board dynamic, asking for input from appropriate Service Unit and replacing frames that are not selling with alternate selections. The contractor will be responsible for notifying the Service Unit immediately when frames displayed become discontinued so they can be removed from the board and replacing these frames with frames of suitable style and value. The contractor will supply frames with a reasonable belief that they will not be discontinued in the near future. Once a year, on a date mutually agreed to by the Optometrist and the contractor, the contractor will be required to conduct training on-site at the facility. A qualified representative of the contractor shall conduct the training. The contractor and the Optometrist shall mutually agree upon its subject matter. The contractor shall be responsible for expenses incurred in providing this training. The contractor shall not be responsible for expenses incurred by IHS personnel in attending this training. Applicable Documents: The following documents/information will need to be included in your proposal. 1. Bid Schedule or certified quotation of the requested supplies and/or services to be performed 2. Current published catalog or eyewear material In accordance with 25 USC 47, the ?Buy Indian? policy, the BAIHS is required to purchase supplies and/or services from competent, qualified, certified and capable Native American persons/vendors. Evaluation Criteria for Best Value: Award of this contract will be made based on price and price related factors, representing the best value to the Government. Those factors include the contractor?s compliance with the Buy Indian Act, the contractor?s best price for the equipment, supplies and service quotation, as well as the following: 1. Evaluation of frame quality and selection. Lab will supply list of frames that will be supplying for frame boards including photos and specification of size and color. They will also include actual examples. The following frames are to be evaluated for quality and style: 5 children?s frames; 3 adult male frames and 3 adult female frames appropriate for traditional elders. 2. Cost of materials 3. Proposed delivery schedule including mechanism of shipping. Also include information on what Prescription ranges can expect 3-5 day fill and what Prescription would take longer. 4. Schedule of dispensary visits and services that will be provided by representative during visit. 5. Provide information on specialty lenses available including information on progressive lenses that will be available at bid prices. Can also include information on lenses not included in bid but will be available for private pay individuals. 6. Bid Schedule Work Requirements Technical Requirements: Specific supply items and/or services the contractor shall provide include, but may not be limited to the following: FRAMES: The contractor shall consign a minimum of 90 different style and sized current frames chosen by the service unit optometry department to suit their needs and which constitutes the basis of this contract. At least 20 of this basic frame selection shall be suitable for children. At least 35 of the consigned frames shall be unisex style adult frames; 15 will be adult women?s traditional frames in eye sizes up to 56 mm and 15 will be adult men?s traditional frames with at least 8 options in eye sizes of 58 mm to 60 mm. The contractor can bid a separate price on larger frames if needed. Additionally, safety and sport eyewear meeting applicable ANZI standards shall be supplied as deemed necessary to support programs of the individual service unit optometry department. These frames shall be displayed conspicuously at each of the eye clinics. The service unit shall replace consignment frames missing at the time of inventory. All frames shall carry a one (1) year warranty against breakage in normal use. Frames discontinued during the life of the contract shall be replaced with a current frame or similar style and cost. Contractor will be responsible for changing out discontinued frames. All frames supplied must be verifiable as current in the most recent edition of the FRAMES? directory. The listed value of the frames shall not be less than $25.00. All frames displayed must be sufficiently available to avoid undue delays in supply. Contractor will be responsible for replacing frames, which are not available so orders are received at the designated time. Contractor will be responsible for notifying Service Unit with in one work day if frames are on back order so appropriate adjustments in the order may be made if needed. If Service Unit is unavailable by phone, the Contractor will fax the information to the Service Unit. Frames, other than those displayed at the Service Unit, may be ordered through the contractors at their wholesale (FRAMES? Book) price. LENSES: Lenses ? Glass and Plastic per pair (including the cost of a case) edged and fitted into polymeric, metal, rimless or semi-rimless frames. All lenses furnished shall meet standards set for by ANZI Standard Z-87.1 (1987) for dress safety lenses or ANZI Standard Z-87.1 (1979) for industrial sport safety eyewear whichever is appropriate. All lenses shall have one-year warranty against breakage. Lenses treated for scratch-resistance shall have a one-year warranty against scratches. A suitable eyeglass case shall be provided with each new pair of lenses ordered which will adequately protect the lenses and allow for normal frame adjustments. Progressive bifocal lenses may be exchanged for another lined or progressive bifocal at the prescribing doctor?s option within 60 days if the patient cannot adapt to the lenses. Contractor will supply information to the Service Unit personnel and doctors on the progressive types available through the lab, including the strengths and weakness of each style and appropriate fitting and verification information. Contractor will allow an average industry standard of remakes of other lenses at prescribing doctor?s option within 60 days if the patient cannot adapt to the lenses. Please specify the maximum percentage of glasses the contractor will allow the IHS to change or remake at no additional cost. Please specify any types on lenses or prescriptions that would be excluded from remakes. Lenses shall be fabricated in patient supplied frames for the contract cost if the patient so chooses. REPAIRS: All defective eyewear sent to the contractor for repairs shall be returned to the Service Unit at no extra cost to the contract. GENERAL: All eyewear orders are to be filled in a timely manner. The Service Unit will receive routine orders in three (3) to five (5) days. More complex orders should be received in ten (10) working days. If an unavoidable delay should occur, the Service Unit personnel will be informed of the delay and the reason and given an expected completion date. Quality of workmanship shall meet the current state of the art. Assembly of the eyewear shall not mar or distort the frame or lens or produce air gaps. No materials or adhesives, other than those included from the frame manufacturer will be used in assembling the eyewear. Spectacles orders will be in standard alignment prior to shipping and will be shipped in a manner that protects them from distortion. The contractor will contact the Service Unit personnel by phone or by fax with in one workday if they receive an order needing more information. The contractor will supply order forms that will allow dispenser to easily indicate whether it is an IHS or tribal order or if it will be partially billed to each account. INVOICE SUBMISSION: It shall be understood by the contract parties that the contractor will accept individual private pay orders from IHS eligible patients as a private transaction between the client and the contractor. These orders shall be paid through the appropriate health center accounts. Recognized and qualified Indian Tribes of the Wind River Indian Reservation may open their own accounts with the contractor and benefit from the terms of this contract. It shall be understood by all parties the Indian Health Service takes no and accepts no responsibility whatsoever for paying any of the Tribal accounts. The contractor will provide to each Service Unit location an invoice for each individual eyewear order or repair on contractor supplied invoice order forms. At the end of each month, the contractor will compile the invoices for the previous month and submit a monthly invoice in accordance with the following instructions. The designated ordering official shall be in the clinic optometrist or their designee from each respective Service Unit as identified. BILLINGS INSTRUCTIONS: The contractor shall submit an original and two (2) copies of all monthly invoices by the 10th day of the following month to the following designee including the following information: Indian Health Service Wind River Service Unit Attention: Ernest Vierra P.O. Box 128 Fort Washakie, Wyoming 82514 1. Contractor?s name and address 2. Contract Number 3. Identification of each invoice number and associated costs As well as other duties not specified here Period of Performance: The IHS anticipates that this contract shall be in effect for one (1) year with an option to renew for four (4) additional years. In accordance with FAR 52.232-18 AVAILABILITY OF FUNDS, this contract is dependent upon the availability of adequate funding. Contractor Furnished Requirements; Equipment; Facilities and Services: 1. The Contractor shall furnish to the IHS the requested supplies and/or services as called out for in the scope of work, specifications and/or bid schedule. Evaluation Values: As part of quality control and acceptance, the contractor will be evaluated on the following: 1. Contractor?s ability to deliver the requirements within the specified delivery date. 2. Damaged packaging. 3. Missing or non-functioning equipment or supplies. 4. Warranty coverage. 5. Accuracy of each prescription Supporting Information Security: Security Standards required for the position 1. Privacy Act Compliance 2. Federal Employee Standards of Ethical Conduct Compliance 3. Indian Health Service Standards of Conduct 4. Child care National Agency Check and Investigation (CNACI) 5. Federal Security Identification Badge Request Form Administration: The following employees in the chain of command will assist the program supervisor in monitoring the contract and will be a designated alternate in absence of the supervisor. 1. Program Manager/Project Officer, Wind River Service Unit 2. Chief Optometrist, Wind River Service Unit 3. Administrative Officer, Wind River Service Unit IHS Responsibilities: The responsibility of the Indian Health Service is to supervise, monitor and ensure that the contractor is adequately performing the requested services, deliverables, duties and responsibilities in accordance with the Statement of Work, which they were requested to accomplish. The IHS routinely pays for cost of frames, CR-39, Polycarbonate, glass lenses in single vision and standard FT 28 bifocal and trifocal. Contractor will accept payment for extras such as tints, progressive lenses and high index lenses from individual clients billed through the appropriate tribal (Shoshone or Arapaho) Accounts. Special Considerations INDIAN CHILD PROTECTION AND FAMILY VIOLENCE PREVENTION ACT No performance under this contract will be allowed without full compliance with the Indian Child Protection and Family Violence Prevention Act, Public Law 101-630 and the Indian Health Service memorandum dated February 3, 1997, Investigations on Child Care Workers. Contractors shall ensure that he/she cooperates with and assists the Government in the conduction of any necessary background checks. CRIME CONTROL ACT OF 1990 No performance under this contract will be allowed without full compliance with the Crime Control Act of 1990, Public Law 101-647, and the Indian Health Service Memo dated February 3, 1997, Investigations on Child Care Workers. Contractor shall ensure that proposed providers cooperate with and assist the Government in the conduction of any necessary background checks. FAR 52-249-4 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (SERVICES) (APR 1984) The Contracting Officer, by written notice may terminate this contract, in whole or in part, when it is in the Government?s interest. If this contract is terminated, the Government shall be liable only for payment under the payment provisions of this contract for services rendered before the effective date of termination. FAR 52-249-12 TERMINATION FOR CONVENIENCE (PERSONAL SERVICES) (APR 1984) The Government may terminate this contract at any time upon at least 15 days? written notice by the Contracting Officer to the Contractor. The Contractor, with the written consent of the Contracting Officer, may terminate this contract upon at least 15 days? written notice to the Contracting Officer. FAR 52.232-18 AVAILABILITY OF FUNDS (APR 1984) The Government?s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available. 25 USC 47 ?BUY-INDIAN? POLICY Contractors performing services to the Indian Health Service must be privileged in accordance with the Buy-Indian policy of 25 USC 47. Compliance with this policy requirement is essential for the performance of this contract. Authorization to perform services will be determined by the Contracting Officer who will consider exceptions to the IHS Buy-Indian policy, based on the nature of the work requirements, level of need, professional experience and performance standards on a case-by-case basis. Contractors who fails to maintain these standards and privileges will not be permitted to perform services under the contract and shall be considered non-compliant and subject to termination for convince of the Government by the contracting authority. 5 USC 552A PRIVACY ACT OF 1974 45 CFR 5 HEALTH AND HUMAN SERVICES PRIVACY ACT The Privacy Act of 1974 and the HHS Privacy Act mandates that federal information systems must protect the confidentiality of individually identifiable data of patients utilizing a federal health care facility. The contractor shall maintain complete confidentiality of all administrative, medical and personnel records and all other pertinent information that comes to his/her attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violations of such confidentiality shall be cause for adverse action. To request a copy of the RFQ Solicitation package, please email your request, call our office or fax us your request for a copy of the package. DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service Indian Health Service Billings Area BID SCHEDULE ? Exclusive requirements contract to provide eyewear from prescriptions obtained from the Wind River Indian Health Service Unit. This contract will be awarded for one (1) base year with an option to renew for four (4) additional years. Bids are required for all items on the following schedule price list and for all frames. No bid may be higher than the bidders customary fee for the services and materials requested. All other services and materials shall be at the contractor?s standard prices. Bidders are advised that the Government shall not be liable for fluctuations in volume from the estimate. FUNDS ARE OBLIGATED BY EACH ORDER, NOT BY THE CONTRACT ITSELF. The gross projected workload per year is 350. SUPPLIES OR SERVICES Quantity Unit Unit Price Sub-Total 1. Frames ? 60 Different in the current style, with no returned or discounted frames to be allowed. 2. 15 adult male frames of larger eye sizes with at least 8 being 58-60mm. 3. 15 adult female styles with larger eye sizes up to 56mm. 4. 4-5 half-eye styles. 5. 3-4 infant/toddler appropriate sizes. 6. Sport and Safety Eyewear shall be made available as requested. 7. Lenses-Basic ? per pair in clear CR-39 a. Single Glass Vision Lenses b. Single Vision Plastic Lenses with scratch and UV Coats c. Polycarbonate single vision lenses, scratch coated, polished edges d. All lined bifocal (R-22, FT-25, FT-28, FT-35 or executive) Lenses. 1. Glass 2. Plastic with UV 3. Polycarb with UV and polished edges e. All FT-25 or FT-28 Trifocals 1. Glass 2. Plastic with UV 3. Polycarb with UV and polished edges (Continued) DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service Indian Health Service Billings Area BID SCHEDULE SUPPLIES OR SERVICES Quantity Unit Unit Price Sub-Total 8. Glass Lens Extra Charges (per pair) a. Photochromics b. Polaroid c. Color coating (Solid) d. Color coating (Gradient) e. Edge coating f. Mirror coating g. Multi-layer antireflection coating h. Progressive multi-focal (over FT-25 cost) i. Prism (per diopter) j. Slab-off k. Oversize SV ? Please specify eye size Bifocal Progressive l. Other (Please specify) 9. Plastic Lens Extra Charges (per pair) a. High Index Plastic (specify index of refraction) b. Polycarbonate bifocal (over FT-25 cost) c. Progressive Multi-focal (over FT-25 cost) d. Polycarbonate Progressive (over FT-25 cost) e. Blended bifocals (over FT-25 cost) f. Prism (per diopter) g. Slab-off h. Lens faceting (Continued) DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service Indian Health Service Billings Area BID SCHEDULE SUPPLIES OR SERVICES Quantity Unit Unit Price Sub-Total 9. Plastic Lens Extra Charges (per pair) (Continued) i. Grooving and mounting for semi-rimless j. Edge polishing k. Solid tint l. Gradient tint m. Double gradient tint n. UV absorptive tint o. Scratch resistant coating p. Plastic photo-chromic q. Multi-layer anti-reflection r. Tint removal s. Oversize CR 39 single vision (specify starting eye size) Bifocal Progressive t. Oversize High Index SV (specify starting eye size) Bifocal Progressive u. Oversize Polycarb SV Bifocal Progressive (Continued) DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service Indian Health Service Billings Area BID SCHEDULE SUPPLIES OR SERVICES Quantity Unit Unit Price Sub-Total 10. Repairs (per pair) a. Replace nose pads Hard jumbo pads Soft jumbo pads Silicone pads b. Install adjustable arm c. Repair hinge (plastic frame) d. Solder hinge, pad arm, bridge or eye wire on metal frame e. Install adjustable nose pads f. Grind lenses for patient supplied frame TOTAL BID
Place of Performance: Address: USPHS Indian Health Service, Wind River Service Unit, Building 29, Fort Washakie, Wyoming 82514, ,; Zip Code: 82514; Country: United States
Record: SN00097650-W 20020623/020621213112 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
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Q -- Optometry Supplies and Services