Statement of Work 6.13.2025.pdf

Statement of Work (SOW) Billings Area, IHS, Optometry Clinics

Eyeglass Fabrication

1. PURPOSE: The Billings Area Indian Health Service (IHS) provides vision care out of 9 rural optometry clinics distributed across Montana. These clinics are staffed by optometrists and technicians who prescribe, fit, order, collect payment, receive and dispense approximately 8000 pairs of custom eyewear per year.

2. OBJECTIVE: The Billings Area IHS seeks to provide its beneficiaries with access to prescription eyewear routinely available at retail optical businesses. The contractor will provide a spectacle ordering and payment system that supports a large variety of frames to cover the needs of a diverse patient population and the ophthalmic lens designs and options, to include high refractive errors, typically provided by retail optical vendors.

Payments for spectacles on this contract will be made by both the government and individual patients. Government payments for spectacles will be made on the contractor’s invoices. The contractor will provide a method for the optometry clinics to collect and submit patient payments. Delivery of the completed spectacle to the optometry clinic is expected in two weeks or less for typical orders.

3. TASKS: Under this contract, the contractor shall provide the manufacturing and shipping of all custom spectacle orders to all participating Billings Area Optometry Clinics in Montana. Duties include, but are not limited to:

A. Offers:

Prospective offerors shall be required to furnish:

1. At least three references or evidence that verifies that the company can accomplish the statement of work as requested within the timeframe outlined in the contract.

2. Provide samples of work (frames and lenses), current list price, list of available frames and contract schedule.

B. Frames: All dress frames shall be provided in accordance with the current edition of the

“American National Standards Requirements for Dress Ophthalmic Frames” ANSI Z80.5 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. All frames offered by the Contractor shall be new and not discontinued styles.

1. The Contractor shall consign 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.

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

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

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

iv. 20 will be adult male frames

v. 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.

2. All frames shall carry a one (1) warranty against breakage.

3. The Contractor shall include a “virtual try-on” interface as most patients live in rural areas.

C. Lenses: Unless otherwise specified, lenses, material, power 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 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.

1. 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 resistance, blue light or Ultraviolet (UV) blocker and AR coatings.

2. 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.

3. 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.

4. 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.

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

6. The contractor shall provide samples of lens treatments for display.

7. Lenses discontinued during the life of the contract shall be replaced with the current lens or similar lens material and cost. The Contractor will be responsible for change out of discontinued lenses.

8. Lens shall be warranted for one year against: scratches, crazing or breakages.

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

10. Privately Owned Frames: Privately owned frames may be submitted to the

Contractor for new lenses. Changes for lenses only shall be in accordance with the Schedule of Supplies/Services. The Contractor is responsible for replacing with like frames in the event of loss of privately-owned frames at no cost to the Billings Area IHS Service Units or beneficiary.

D. Backorder: If there is a backorder, the Contractor will communicate this information within one business day to the COR, Service Unit POC’s and Health Technicians. The communication will include the estimated time of arrival (ETA) so the Health Technician (Optician) can make a decision on how to proceed. The Contractor will provide follow-up electronic communication to each Service Unit POC’s or Health Technician on the estimated date of arrival, indicating if the eyeglass frames are in or the latest ETA. The Contractor will continue to provide ongoing communication at each ETA point until the frame issue is resolved.

E. Discontinued Frames & Frame Outage: In the event there is a frame outage or discontinuation, the Contractor shall communicate with each Service Unit POC’s, Billings Area Optometry Consultant, and the COR within in one (1) business day from awareness. The communication will indicate what frame is proposed to replace the discontinued/unavailable frame and shall include a picture of the proposed replacement and pertinent details such as available sizes and colors. The COR, Service Unit POC’s and Billings Area Optometry Consultant will communicate this information to the health technicians for their review/feedback. The COR or Billings Area Optometry Consultant will communicate an approval decision to the Contractor.

Additionally, frame usage shall be monitored by the Contractor at each Service Unit and frames with low usage shall be replaced at least annually with a frame form the same identified frame category meeting the same measurements and quality. Only IHS- approved replacements/frame changes will be implemented. Upon receipt of approval from IHS, the contractor shall send the replacement frame to each Service Unit within five (5) business days so that the frame can be added to the display board.

There shall be no charge to provide these replacement frames to each Service Unit.

F. Quality Control & Final Inspections Check: The Contractor must have robust internal quality control and final inspection processes in place that are routinely monitored and ensure only quality eyeglasses are shipped. The Contractor must ensure that the final inspection is completed by staff empowered to make all adjustments, perform corrections, or require a remake before shipping the glasses to ensure all requirements are met. Each pair of eyeglasses will have a notation on the packing slip that accompanies each shipped pair of eyeglasses. It will be initialed by the final inspector, noting that the eyeglasses received a final quality inspection. The final inspector will complete a checklist in the computer system that will enable tracking of who inspected the eyeglasses, the date of inspection and the patient.

The documented final inspection check of each pair of eyeglasses will ensure that each pair meets ANSI standards, is well assembled, and is ready to be worn, barring any adjustments the beneficiary may need to improve comfort. This includes the following:

1. Checking to be sure the correct frame ordered for the job has been pulled. This means not only the correct frame style but also the size and color. Also, be sure the frame matches the shape of the frame style ordered.

2. Ensuring the correct lenses for the job have been pulled i.e., single vision, bifocal, trifocal, progressives (including brand), and in the correct material such as plastic, polycarbonate, high index, etc.

3. Ensuring any tints requested are provided and at the requested level of tint darkness. Verify tinted materials are used when requested, such as: photochromic (transition) polarized, blue light or UV blocker, etc.

4. Ensuring that a lensometer (manual or automated) is used to check the power of the lenses and axis, ensures prism is present if requested; ensure that pupillary distance (PD’s) segment height, base curves, and bevels are correct.

5. Checking job after mounted in frame ensuring the bevels fit properly in frame, segment alignments are correct, and lenses are secure in frame and cut to proper size.

6. Completing final inspection that includes a basic alignment of the glasses – standards 4-point touch and ensuring that all screws/fittings including nose pads screws are secure, unnecessary progressive markings taken off the glasses.

7. The Contractor shall conduct a review of at least 5% of the eyeglasses that have passed final inspections each day and the results of this review will be retained and trended over time (monthly) along with corrective actions taken. The results of this review process shall be shared with the Billings Area IHS Service Units quarterly.

8. The Contractor shall provide the Billings Area IHS Service Units documentation each month for eyeglasses that need to be returned to the Contractor due to quality problems.

G. Weekly Contractor Communication:

Every Monday by 11AM MST, the Contractor shall provide the following via e-mail:

1. An itemized list of all current frames (manufacturer, type/size) that can be requested by each Service Unit in individual Delivery Orders.

2. An itemized list of frames that have been placed on backorder and the estimated time of arrival (ETA) so that health technicians can reference with patients

3. An itemized list of any frames that have been discontinued by the manufacture so that the health technicians can ensure they have been removed from the display board.

H. Ordering System:

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

2. 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.

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

4. 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.

5. 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.

I. Payment Processing Platform (PPP):

1. 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.

2. 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).

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

J. Timeframe/Delivery:

1. Processing: All Completed orders are to be sent to the ordering Service Unit within 7-10 business days. If an unavoidable delay should occur, the Service Unit personnel will be informed of the delay, the reason for the delay, and given an expected completion date.

2. Shipping: The Contractor shall have the ability to provide overnight delivery in the event an ordering facility deems it necessary. If an additional shipping charge is incurred for this service, the Contractor shall utilize the most cost-effective method available and shall inform the ordering Service Unit of the additional cost at the time of the request. The Contractor shall send all completed orders to each ordering Service Unit dispensary via express mail, U.P.S. or courier at no additional cost.

2.1. All orders shall include patient information; invoice number, frame description and prescription to the optometry clinic that submitted the order.

2.2. All orders for eyeglasses will be shipped in a manner that can be tracked.

Eyeglass should be inside a suitable soft or hard case. Safety glasses must be shipped in hard case that will accommodate side shield when attached based on the size of the selected safety frame.

K. Quality/Warranties/Returns:

At minimum the contractor shall agree to the following warranties:

1. The Contractor warrants/guarantees all eyeglasses against defective material and/or workmanship for a minimum of one year form the date of receipt of the pair of eyeglasses by the IHS Service Unit Optometry Clinics. This includes any frames that may be discontinued during the course of the contract. If warranty work is required on eyeglasses that have a discontinued frame, the Contractor will be responsible for making the corrections even if it requires replacement of the lenses into a current frame. Manufacturer’s warranties of eyeglass components that extend beyond the minimum one-year period shall be expressed and also enforced.

2. The Contractor agrees to furnish without additional cost to the government, all labor, and materials necessary to correct defects that were detected during the guarantee period.

3. In the event eyeglasses need to be remade under this warranty provision, the Contractor will remake the glasses and ship to the desired Service Unit or patient within three (3) business days of receipt of the defective glasses unless the Service Units indicates it is an emergent need when the eyeglasses would need to be returned within 1-business day. In that event, the Contractor will be responsible for the overnight shipping charge.

4. The Contractor shall also submit a statement clarifying all warranties.

5. Lost eyeglasses due to address errors made by the Contractor shall be replaced and shipped at the Contractor’s expense.

6. The Contractor shall replace eyeglasses if a patient has had an allergic reaction to the previous pair of eyeglass frames.

7. Spectacles shall be warranted against lab errors for 90 days from shipment date.

8. RX changes within 90 days of original shipment date at no charge (one-time)

L. Invoice Submission

1. Billing Instructions:

The Contractor shall include an original invoice with each pair of eyewear shipped. Moreover, on a monthly basis, shall submit a summary of orders along with a copy of the monthly invoice by the 10th of the following month to the designee at each Service Unit and include the following information:

i. Contractor’s name, address and telephone number

ii. Contract number

iii. Identification of each invoice number and associated costs.

2. The Contractor must submit quarterly summaries to the Contracting Officer Representative that includes information on total expenditures for each service unit and a summary of the frames and lens type ordered.

M. Site-Visit/Contact:

1. The Contractor shall be required to conduct a minimum of one annual site visit to the Billings Area IHS Service Units listed below to:

i. Introduce new products carried by the Contractor

ii. Address any real or potential problems in ordering/delivery against the contract

iii. Maintain open communication between the Service Unit’s and Contractor.

2. The designated ordering official shall be the Optometrist of his/her designee in the Optometry Clinic at each respective Service Unit as identified below:

Facility POC Address

Blackfeet Service Unit

Hospital: Blackfeet Community Hospital

Jennifer Gannon, O.D.

Jennifer.Gannon@ihs.gov P: (406) 338-6141

P.O. Box 760 Browning, MT 59417

Crow Service Unit

Hospital: Crow/Northern Cheyenne Hospital

Two Satellite Clinics:

1. Pryor Health Station

2. Lodge Grass Health Clinic

Barbara Cohn, O.D.

Barbara.Cohn@ihs.gov P: (406) 638-3343

Ashlee Passes, COR Ashlee.Passes@ihs.gov P: (406) 638-3344

10110 South 7650 E.

Crow Agency, MT 59022

Fort Belknap Service Unit

Hospital: Fort Belknap Hospital

One Satellite Clinic:

Eagle Child Health Station

Gregory Smith, O.D.

Gregory.Smith@ihs.gov P: (406) 353-3119

Tiffani Methvien, O.D.

Billings Area Optometry Consultant.

Tiffani.Methiven@ihs.gov P: (406) 353-3274

669 Agency Main St.

Harlem, MT 59526

Northern Cheyenne Service Unit

Erika Lamas, Health Technician Erika.Lamas@ihs.gov P: (406) 477-4469

420 North Cheyenne Ave.

Lame Deer, MT 59043

N. Optical Training: Once a year, on a date agreed by the COR and the Contractor, the Contractor shall conduct staff training for all participating Billings Area Optometry Clinics. A qualified representative of the Contractor shall conduct the training. The Contractor and the Billings Area Optometrist Consultant shall mutually agree upon its subject matter. The Contractor shall not be responsible for expenses incurred by Indian Health Service personnel attending this training. Training could be in person or online.

Training shall consist of:

1. Basic lab/industry terminology

2. Different lens materials and coatings that can be provided by the lab mailto:Jennifer.Gannon@ihs.gov mailto:Barbara.Cohn@ihs.gov mailto:Ashlee.Passes@ihs.gov mailto:Gregory.Smith@ihs.gov mailto:Tiffani.Methiven@ihs.gov mailto:Erika.Lamas@ihs.gov

3. Patient frame selections and measurements

4. The preferred process for handling warranty and redo jobs

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

6. The manufacturing processes

7. Hard/Electronic copy of training material including contractor point-of contact information.

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

9. Technicians shall receive a training certificate and competency (i.e., short exam) at the completion of the training course to ensure the information presented was understood and completed by the technician who took the course.

4. DELIVERABLES AND REPORTING REQUIREMENTS

All reports containing patient information must be sent via encrypted email (Indian Health Service Secure Data Transfer Service) to the Service Unit POC and COR. The Contractor shall submit the following reports to the COR and Billings Area Optometry Consultant by the 15th of each month.

4.1. Eyeglass Prescription Report: The Contractor will provide a report that identifies the prescriber, facility, and types/number of eyeglasses prescribed and specific add-ons prescribed. This report will be itemized and by summary for each month.

4.2 Contractor Shipping Report: This report will itemize by each Service Unit and purchase order number with details including the eyeglass order, their destination, and if any issues or delays that may have occurred during the shipping process such as damage, loss, or an incorrect address.

4.3. Contractor Quality Report: The first will show by each Service Unit the number of eyeglass remakes that were required due to IHS Prescriber Error, IHS Health Technician error, Contractor Lab Error, to resolve customer satisfaction issue, lost in mail, and due to warranty issues.

The second report will summarize the results of internal and final check by the Contractor.

4.4. 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.

4.5. Contractor’s Phone Numbers: The Contractor shall provide a toll-free number for service calls between the hours of 7:30AM to 5:00PM MST, Monday through Friday.

5. CONTINGENCY PLAN AND SERVICE INTERRUPTION:

5.1. The Contractor must have a detailed contingency plan to meet contract requirements and continue manufacturing in the event of power outage, staffing shortage, natural disaster or other emergency situation curtailing or shutting down operations at primary manufacturing plant. The Contractor is responsible for alerting the COR and CO as soon as known in the event there is a power outage, weather related problems, phone or fax issues, etc.

5.2. In the event of Contractor service interruptions beyond the Contractor’s control (natural disaster, fire, mail shipment services, etc.), the Contractor shall immediately notify the COR and CO. The Contractor will provide and effect an alternative solution in order to resume timely services within five (5) business days, or within a longer time mutually agreed upon time by the Contractor and CO, in coordination with the COR.

6. SPECIAL REQUIREMENTS:

6.1. In accordance with HHSAR 304.1300 (b) non-routine contract employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3329/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

6.2. The Billings Area Indian Health Center Facilities is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

6.3. 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. The regulations include but are not limited to, escort by an Indian Health Service official, presenting valid identification, smoking restriction and any safety procedures.

6.4. The Contractor shall not disclose or cause to disseminate any information concerning operations of all Billings Area Indian Health Service Facilities. Such action(s) could result in violation of the contract and possible legal actions.

6.5. 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.

6.6. HIPAA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Indian Health Service.

6.7. The ordering and payment system will protect sensitive data including patient names, refractive errors, and financial account information according to HIPAA, Privacy Act and industry financial transaction regulations and standards.

6.8. The Contractor shall manage, account for, and secure all Government information provided or acquired by the Contractor. The Contractor shall be responsible for all Government information provided to its subcontractors.

6.9. The Contractor’s responsibility for Government information extends from the initial provision or acquisition and receipt of information, through stewardship, custody, and use until returned to, or otherwise disposed of, as directed by the Contracting Officer. This requirement applies to all Government information under the Contractor’s accountability, stewardship, possession or control, including its subcontractors.

7. GOVERNMENT FURNISHED INFORMATION

7.1. The Government will provide the Contractor with sensitive patient information (e.g., patient prescriptions and debit/credit card information).

7.2. The Contractor shall not use any information provided or acquired under this contract for any purpose other than in the performance of this contract.

7.3. The Contractor shall not modify or alter the Government information, unless authorized in writing, in advance, by the Contracting Officer.

8. CHANGES TO THE REQUIREMENTS

8.1. Any changes to these requirements 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.

9. Federal Holidays:

• New Year’s Day

• Martin Luther King Day

• President’s Day

• Memorial Day

• Juneteenth Day

• Independence Day

• Labor Day

• Columbus Day

• Veteran’s Day

• Thanksgiving Day

• Christmas Day

• Any day specifically declared by the President of the United States to be a national holiday.

10. Contracting Officer Authority

10.1. Authority to negotiate changes in terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer.

11. Contracting Officer Representative (COR)

11.1. The Contracting Officer shall designate a COR, in writing, at time of award. The COR shall be responsible for:

i. Monitoring the Contractor’s technical progress;

ii. Interpreting the statement of work;

iii. Technical evaluation as required;

iv. Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Glossary

NAME TITLE OFFICE PHONE E-MAIL

DeeAndra Salabye

Contracting Officer

Billings Area Office (BAO)

(406) 208-8857 DeeAndra.Salabye@ihs.gov

TBA Contract Specialist

TBA Contracting Officer

Representative

(COR)

Dr. Tiffani Methvien

Billings Area Optometry Consultant

Fort Belknap Service Unit

(FBSU)

(406) 353-3274 Tiffani.Methvien@ihs.gov mailto:DeeAndra.Salabye@ihs.gov mailto:Tiffani.Methvien@ihs.gov