246-24-Q-0090 COMBINED SYNOPSIS SOLICITATION.pdf

Combined Synopsis/Solicitation RFQ # 246-24-Q-0090

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ) # 246- 24-Q-0090. Submit only written quotes for this RFQ. This solicitation is a 100% BUY INDIAN SET ASIDE. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03. The associated NAICS code is 339115.

This RFQ contains five (5) Line Items:

CLIN DESCRIPTION ITEMS

Base 06/01/2024 – 05/31/2025 SEE ATTACHMENT Year 1 06/01/2025 – 05/31/2026 SEE ATTACHMENT Year 2 06/01/2026 – 05/31/2027 SEE ATTACHMENT Year 3 06/01/2027 – 05/31/2028 SEE ATTACHMENT Year 4 06/01/2028 – 05/31/2029 SEE ATTACHMENT

PERIOD OF PERFORMANCE: 06/01/2024 – 05/31/2029 – THIS WILL BE A 5 YEAR BPA

The estimated value of the BPA is $565,000.00 over 5 years

Vendor Requirements: SEE ATTACHED SPECIFICATIONS

Submit Quotes no later than: 04/26/2024 02:00 p.m. CDT to the Following Point of Contact:

Mary Ann Yocham, Contract Specialist, via Email: maryann.yocham@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price BPA resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, with the following qualifications being more important than pricing, past history, and other qualifications: Vendor shall offer at minimum 30 frames with both temples and widths (>150mm) XL Frames, Vendor shall offer a website/portal that has the ability to provide different accounts for multiple sources of funding, and offers 3rd party patient pay so the patient has the ability to add extra glasses or items not covered, and offers the ability to order ALL requested items online. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

Pricing

- A completed pricing schedule shall be submitted. Pricing will be evaluated by adding all the prices of all items together for a cumulative price. Out years will be included in the price evaluation. (see attached pricing schedule and complete all fields for all years)

Past History Performance

- Shall provide 3 past history references

Qualifications

- Vendor shall offer at minimum 30 frames with both temples and widths (>150mm) XL Frames.

- Vendor shall offer at minimum 30 frames with both temples (<120mm) and widths (<105mm) Kids Frames.

- Vendor shall offer at minimum 100 frames falling between XL and Kids parameters (120mm-150mm) Adult Frames.

- Vendor shall offer at minimum 100 frames in the $10 - $30 range.

- Vendor shall offer a website/portal that has the ability to provide different accounts for multiple sources of funding, and offers 3rd party patient pay so the patient has the ability to add extra glasses or items not covered, and offers the ability to order ALL requested items online.

- Shall offer training in person or online to 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.

- Shall provide completed spectacles within 7-10 business days.

- Shall offer at minimum 1-year warranty based on industry standards.

- Shall offer at minimum a 1-time RX change within 90 days of the ship date.

- Shall offer lens substitutions for progressive addition lens (PAL) non-adapt patients.

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE (TO INCLUDE OUT YEARS)

3 PAST HISTORY REFERENCES

DETAILED QUALIFICATIONS

INDIAN ECONOMIC ENTERPRISE FORM

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUBMIT DESCRIPTITVE LITERATURE

SHOWING HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING

SOLICITED

This solicitation will result in a firm fixed price BPA pursuant to the terms and conditions below.

Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Products and Commercial Services (Feb 2024) (to include the following clauses sited): FAR 52.203-6, Restrictions on Subcontractor Sales to the Government (Nov 2021); FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023); FAR 52.204- 10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020); FAR 52.204-27. Prohibition on a ByteDance Covered Application (Jun 2023); FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Nov 2021); FAR 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020); FAR 52.219-8, Utilization of Small Business Concerns (Feb 2024); FAR 52.219-14, Limitations on Subcontracting (Oct 2022); FAR 52.219-28, Post Award Small Business Program Representation (Feb 2024); FAR 52.219-33, Nonmanufacturer Rule (Sep 2021); FAR 52.222-3, Convict Labor (Jun 2003); FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2024); FAR 52.222-21, Prohibition of Segregated Facilities (Apr 2015); FAR 52.222-26, Equal Opportunity (Sep 2016); FAR 52.222-35, Equal Opportunity for Veterans (Jun 2020); FAR 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020); FAR 52.222- 37, Employment Reports on Veterans (Jun 2020); FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010); FAR 52.222-50, Combating Trafficking in Persons (Nov 2021); FAR 52.222-54, Employment Eligibility Verifications (May 2022); FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving (Jun 2020); FAR 52.225-1, Buy American Act-Supplies (Oct 2022); FAR 52.225-13, Restriction on Certain Foreign Purchases (Feb 2021); FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management (Oct 2018); FAR 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Nov 2021); FAR 52.217-8, Option to Extend Services (Nov 1999); FAR 52.224-1m Privacy Act Notification (Apr 1984); FAR 52.224-2, Privacy Act (Apr 1984); FAR 52.252-2, Clauses Incorporated By Reference (Feb 1998); FAR 52.252-6, Authorized Deviations in Clauses (Nov 2020); HHSAR 352.203-70, Anti-Lobbying (Dec 2015); HHSAR 352.204-71, Information and Information Systems Security )Feb 2024); HHSAR 352.204-72, Records Management (Feb 2024); HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (Dec 2015); HHSAR 352.224-70, Notification of System of Records Notice (Feb 2024); HHSAR 352.226-1, Indian Preference (Dec 2015); HHSAR 352.226-4, Notice of Indian Small Business Economic Enterprise set-aside; HHSAR 352.226-5, Notice of Indian Economic Enterprise set-aside; HHSAR 352.226-6, Indian Economic Enterprise Subcontracting Limitations;

HHSAR 352.226-7, Indian Economic Enterprise Representation; HHSAR 352.232-71, Electronic Submission of Payment Requests; HHSAR 352.239-78, Information and Communication Technology Accessibility Notice (Feb 2024); HHSAR 352.239-79, Information and Communication Technology Accessibility (Feb 2024). The above Provisions and Clauses may be obtained via internet at: https://www.acquisition.gov/, https://www.acquisition.gov/hhsar

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE

ELECTRONIC SUBMISSION. (maryann.yocham@ihs.gov)

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, UEI, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

https://www.acquisition.gov/hhsar

Eyeglasses and Lenses Pricing Schedule Haskell IHS

YEAR 1

DESIGN MATERIAL QUANTITY PRICE

SV CR-39 24

POLYCARB 402

HI-INDEX 57

FT28 CR-39 6

POLYCARB 106

HI-INDEX 13

TRIFOCAL CR-39 2

POLYCARB 36

HI-INDEX 4

PROGRESSIVE CR-39 268

POLYCARB 17

HI-INDEX 50

YEAR 1

OPTIONAL PATIENT UPGRADES PRICE

SOLID TINT

GRADIENT TINT

AR

TRANSISTIONS

BLUE-LIGHT FILTER

BLUE-LIGHT BLOCK

YEAR 2

DESIGN MATERIAL QUANTITY PRICE

SV CR-39 33

POLYCARB 553

HI-INDEX 78

FT28 CR-39 9

POLYCARB 146

HI-INDEX 18

TRIFOCAL CR-39 3

POLYCARB 49

HI-INDEX 6

PROGRESSIVE CR-39 368

POLYCARB 23

HI-INDEX 69

YEAR 2

SOLID TINT

GRADIENT TINT

AR

TRANSISTIONS

YEAR 3

SV CR-39 39

POLYCARB 653

HI-INDEX 92

FT28 CR-39 10

POLYCARB 173

HI-INDEX 21

TRIFOCAL CR-39 3

POLYCARB 58

HI-INDEX 7

PROGRESSIVE CR-39 435

POLYCARB 27

HI-INDEX 82

YEAR 3

SOLID TINT

GRADIENT TINT

AR

TRANSISTIONS

YEAR 4

SV CR-39 45

POLYCARB 754

HI-INDEX 106

FT28 CR-39 12

POLYCARB 200

HI-INDEX 24

TRIFOCAL CR-39 4

POLYCARB 67

HI-INDEX 8

PROGRESSIVE CR-39 502

POLYCARB 31

HI-INDEX 95

YEAR 4

SOLID TINT

GRADIENT TINT

AR

TRANSISTIONS

YEAR 5

SV CR-39 46

POLYCARB 776

HI-INDEX 110

FT28 CR-39 12

POLYCARB 205

HI-INDEX 25

TRIFOCAL CR-39 4

POLYCARB 69

HI-INDEX 8

PROGRESSIVE CR-39 517

POLYCARB 32

HI-INDEX 98

YEAR 5

SOLID TINT

GRADIENT TINT

AR

TRANSISTIONS

DEPARTMENT OF HEALTH & HUMAN SERVICES

Indian Health Service

Office of Management Services Division of Acquisition Policy (DAP)

5600 Fishers Lane Rockville, MD 20857

INDIAN HEALTH SERVICE

BUY INDIAN ACT

INDIAN ECONOMIC ENTERPRISE

REPRESENTATION FORM

SOLICITATION/SOURCES SOUGHT/RFI #: _________________________________________________

PROJECT TITLE: ________________________________________________________

DATE: ___________________________________________________________________

In accordance with 25 U.S.C. 47 the Buy Indian Act, the signature below constitutes self-certification that the Offeror meets the definition of an “Indian Economic Enterprise” (HHSAR 326.601) in response to this Sources Sought Notice, Request for Information (RFI) or Solicitation and resultant contract.

The enterprise must meet the definition of “Indian Economic Enterprise” throughout the following time periods:

(1) At the time an offer is made in response to this solicitation;

(2) At the time of contract award; and

(3) During the full term of the contract performance period. At any point during these periods, if the Contractor no longer meets the eligibility requirements, the contractor must provide immediate written notification to the Contracting Officer.

Individual Contracting Officers may require documentation of eligibility before awarding a set-aside or sole source contracts under the Buy Indian Act and awards may be subject to protest if the eligibility of the successful Offeror is in question. In addition to the self-certification requirements, successful Offerors must also be registered with the System of Award Management (SAM).

Any false or misleading information submitted by an enterprise when submitting an offer in consideration of an award set-aside under the authority of the Buy Indian Act is a violation of the law and punishable under 18 U.S.C. 1001.

False claims submitted as part of contract performance are subject to the penalties enumerated in 31 U.S.C. 3729 to 3731 and 18 U.S.C. 287.

REPRESENTATION

The Offeror represents as part of its offer that it does _____, does not _____ meet the definition of an “Indian Economic Enterprise” with “Indian Ownership” under the authority of the Buy Indian Act.

Name of the 51% owner of IEE Firm

Certifying Signature

Print Name

Name of Federally Recognized Tribal Entity

Business Name

UEI Number

Department of Health and Human Services

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 ship-date.

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-to-day 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.

Performance Matrix Performance Standard AQL The length of time to receive the product once it is ordered

Delivered with-in ten (10) calendar days 95%

Product defects and needs to be returned

Product with no defects 95%

Contractor error of the order and needs to be returned

Complete order with no errors (based on

ANSI)

99%

Unable to reach POC Unable to reach and address issue within a business-day

99%

Department Supervisor Signature: ________________________

Administrative Officer Signature: _________________________

Matthew Geiger -S

Digitally signed by Matthew Geiger -S Date: 2024.03.12 11:20:29 -05'00'

Shannon Lowe -S Digitally signed by Shannon Lowe -S Date: 2024.03.17 16:34:51 -05'00'