Eyeglasses Fabrication Solicitation Questions and Answers.pdf

Question 1: Are on-site fittings required? If so, please provide the required hours and frequency of on-site fittings.

Answer: Vendors are encouraged to propose/include their expanded frame and lens options including blue light filtering, anti-fatigue, computer lenses & photochromic lenses.

A. Single Vision Lenses- shall be made available in glass, plastic, polycarbonate, Trivex and High-Index materials. Photochromatic, polarized, gradient and solid tints shall also be made available. Lens treatments shall include scratch

B. Bifocal Lenses- shall be made available in glass, plastic, polycarbonate, Trivex, and high-index materials. Photochromatic, polarized, gradient and solid tints shall also be made available. Lens treatments shall include scratch resistance, blue light or Ultraviolet (UV) blocker and AR coatings.

C. Trifocal Lenses- shall be made available in glass, plastic, polycarbonate, Trivex, and high-index materials. Photochromatic, polarized, gradient and solid tints shall also be made available. Lens treatments shall include scratch resistance, blue light or Ultraviolet (UV) blocker and AR coatings.

D. Base & Premium Progressive Lenses- shall be made available in glass, plastic, polycarbonate, Trivex, and high-index materials. Photochromatic, polarized, gradient and solid tints shall also be made available. Lens treatments shall include scratch resistance, blue light or Ultraviolet (UV) blocker and AR coatings.

E. The vendor is also encouraged to supply demo lenses

Question 2: For trifocals (Line 39), the form currently references “FT-25 or FT-28 Trifocals.” In the industry, trifocals are more commonly referred to by segment sizes like 7x28 or 8x35. Would we be allowed to update this terminology to reflect current naming standards and avoid confusion?

Answer: The price schedule showed a clerical error, Line 40 should read “All Trifocals: 7x25, 7X28, 7X35, 8X35”

Question 3: Please provide a list of current fitting sites, and the requested hours of operation.

Answer: The requested hours of operation is Monday through Friday from 7:30AM- 5:00PM MST, excluding federal holidays.

Question 4: Are on-site fittings required? If so, please provide the required hours and frequency of on-site fittings.

Answer: Yes, physical frames will be displayed on the frame boards at the location of each optometry clinic.

Question 5: Who is the current contractor?

Answer: Rochester Optical, contract 75H70920D00004

Question 6: What are the current prices paid for all items?

Answer: Cannot provide but can submit a Freedom of Information Act (FOIA) request through the Indian Health Service process, link to process: Freedom Of Information Act (FOIA) | Indian Health Service (IHS)

Question 7: What are the annual volumes purchased for all items?

Answer: On an annual basis the Billings Area, IHS, Optometry clinics had ordered approximately 8000+ pairs of custom eyewear.

Question 8: Please provide a list of current frames offered.

Answer: The Billings Area Indian Health Service does not offer frames. The Contractor should offer a minimum of 100 different styles and sized current frames chosen by each of the Service Unit Eye Clinics to suit their needs and which constitutes the basis of this contract.

a. At least 20 of this basic frame selection shall be suitable for children

b. At least 35 of the cosigned frames shall be unisex style adult frames

c. 20 will be adult women’s frames and,

d. 20 will be adult male frames

e. A minimum of 15 styles of extra-large frames for both men and women.

Additionally, safety and sports eyewear meeting applicable ANSI standards shall be supplied as deemed necessary to support programs of the individual Service Units.

Question 9: What is the process that employees will use to order prescription glasses?

Answer: The contractor shall provide an efficient user-friendly interface ordering system for inputting patient refraction, frame, lens and payment information.

a. The ordering system shall take no longer than 4 minutes for the technician to input patient information. The ordering system shall automatically input all contract eyeglass frames manufacturer information, frame type, eye size, bridge width, and temple length. The ordering system shall automatically input all contract lenses with the available lens coatings and treatments.

b. The ordering system shall allow the government optometry staff to check order history, status and delivery tracking.

c. The ordering system shall be compatible with routine government office equipment and infrastructure; desk top computer with standard MS Office Suite software, telephone, fax machine, Indian Health Service Secure Data Transfer Service, US Postal Service.

https://www.ihs.gov/foia/ https://www.ihs.gov/foia/

d. The ordering system shall protect all sensitive data including patient’s names, refractive errors, and financial account information according to HIPPA, Privacy Act and industry financial transaction regulations and standards.

e. The Contractor shall provide a user-friendly Payment Processing Platform (PPP) to each Service Unit. The PPP shall accept secure payment methods such as Credit and Debit cards and if applicable Digital Wallets (e.g., Apple Pay, Google Pay, or PayPal). Other 3rd party payments including money orders and/or tribal funds.

f. The PPP shall have Secure Sockets Layer (SSL) protocol, encryption, fraud monitoring and other industry standard software to ensure secure transfer of credit or debit card information and our patients protected identifiable information (HIPAA).

g. The contractor shall maintain separate accounts for various funding sources, should the need arise.

Question 10: How many sites will prescription glasses be ordered from?

Answer: The Billings Area, IHS Optometry clinics have four Service Units with 3 additional satellite clinics.

Crow Service Unit Main Clinic:

1.Crow/Northern Cheyenne Hospital

Two Satellite Clinics:

1. Lodge Grass Health Clinic

2. Pryor Health Station

Fort Belknap Service Unit Main Clinic:

1. Fort Belknap Hospital

One Satellite Clinic:

1. Eagle Child Health Station

Blackfeet Service Unit 1. Blackfeet Community Hospital

Northern Cheyenne Service unit 1. Northern Cheyenne Service Unit

Question 11: Is the vendor responsible for providing an on-site clinician for the order process?

Answer: No.

Question 12: Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

Answer: See answer to question 5 above.

Question 13: B2 of the statement of work references FRAMES Directory. Is this supposed to be FramesData?

Answer: No, we’re attempting to assure that frames offered are available to IHS beneficiaries.

Previously referenced on FRAMES Directory.

Question 14: G1 of the statement of work does not include Wind River, Fort Peck, Rocky Boy, or Flathead but the map does include those locations. Are those locations included in the scope of work?

Answer: These locations are not included in the scope of work.

Question 15: [Lenses: All lenses furnished shall meet standards as set forth by ANSI/ISEA Z87.1- 2015.]

Answer: Yes, Section C (in SOW) is a clerical error, all dress frames shall be provided in accordance with the current edition of the “American National Standards Requirements for Dress Ophthalmic Frames” ANSI Z80.1 or latest edition. Safety frames must meet the “American National Standards for Occupational and Educational Eye and Face Protection” ANSI Z87.1 standards or latest edition.