Attachment 2 - Statement of Work (SOW).pdf

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STATEMENT OF WORK (SOW)

National Centers for Animal Health (NCAH)

Prescription Safety Eyewear

1.0 Location

The main organization that will be managing this contract is the United States Department of Agriculture (USDA), National Animal Disease Center (NADC), National Veterinary Services Laboratories (NVSL), and Center for Veterinary Biologics (CVB) at the National Centers for Animal Health (NCAH) in Ames, Iowa.

On-site work for this contract will be done at:

National Centers for Animal Health 1920 Dayton Avenue Ames, Iowa 50010

1.1 Background

The United States Department of Agriculture (USDA), National Centers for Animal Health (NCAH), Safety and Security Unit (SSU) provides biological, chemical, physical, radiological, and ergonomic safety and security services to approximately 600 workers.

The Occupational Safety and Health Administration (OSHA), under the General Duty Clause, Section 5(a)(1) of the Occupational Safety and Health Act of 1970, requires employers to furnish to each worker employment free from recognized hazards that are causing or are likely to cause death or serious physical harm.

The NCAH conducts an Occupational Vision Conservation Program in accordance with 29 CFR

1910.132 Personal Protective Equipment, General Requirements and 29 CFR 1910.133 Personal Protective Equipment, Eye and Face Protection, which provides the necessary framework to comply with the agencies’ obligation to maintain a safe workplace and protect worker eye and vision health.

The NCAH provides each worker appropriate eye or face protection when potentially exposed to eye or face hazards from flying particles, molten metal, liquid chemicals, acids or caustic liquids, chemical gases or vapors, potentially injurious light radiation, potentially infectious material, and/or other eye-hazardous agents.

1.2 Objective

The objective of this Statement of Work (SOW) is to obtain a professional services contract with a qualified vendor for the procurement of occupational prescription safety eyewear and pertinent accessories.

1.3 Scope

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The Contractor must provide occupational prescription safety eyewear equipment to Government identified NCAH personnel based in Ames, Iowa that are required, in the course of their assigned duties, to enter designated "eye-hazardous" areas. For their protection, the appropriate personal protective equipment should be worn when entering these areas. Workers that use prescription lenses will be referred to the Contractor for the procurement of occupational prescription safety eyewear including frames, lenses, and accessories. All safety eyewear must meet or exceed the standards stated in the current revision of ANSI/ISEA Z87.1 Occupational and Educational Personal Eye and Face Protection Devices.

The NCAH estimates approximately 75 employees will require the services detailed under this Statement of Work.

To ensure meeting DOL and OSHA safety requirements, and in order to obtain prompt reimbursement, the equipment must be provided following the policies, standards, and procedures described below.

1.4 Description of Work

The vendor must provide occupational prescription safety eyewear and accessories to support the NCAH at Ames, Iowa:

Prescription Safety Eyewear Safety Eyewear Lens Coatings Safety Eyewear Accessories On-Site Optician Services

The USDA Contracting Officer (CO) is the point of contact for clarifying contract issues or changes.

The USDA Contracting Officer’s Representative (COR), or their designated representative, is the point-of-contact for the daily operations and administrative issues with this Statement of Work.

After award of the contract, the Contractor must meet with the USDA Contracting Officer’s Representative (COR), or their designated representative, to discuss timing, contacts, documentation, and other pertinent information. This kick-off meeting will take place either on-site or by teleconference at the discretion of the COR after award of the contract.

1.5 Prescription Safety Eyewear

NCAH personnel who wear prescription glasses or contact lenses must wear prescription eye protection in “eye-hazardous” areas. The COR, or their designated representative, will approve and authorize the provision of prescription safety eyewear. The COR, or their designated representative, will provide the Contractor with written notification of this approval and authorization to dispense.

Once approval and authorization has been provided to the Contractor, the NCAH worker will submit a valid prescription from their personal licensed ophthalmologist or optometrist to the Contractor for the creation of their prescription safety lenses. The vendor must only accept prescriptions provided within the past two (2) years. The prescription must specify the sphere, cylinder, axis, added magnifying power, prism, pupillary distance, and any additional information for each eye as needed for the manufacture of safety lenses.

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The Contractor must measure, fit, and adapt safety lenses and frames for workers according to written optical prescription or specification. The Contractor must assist NCAH personnel with selecting appropriate safety frames, as well as providing education regarding frame care and maintenance. The Contractor must prepare the work order for the optical laboratory with instructions on the grinding and mounting of safety lenses in safety frames, and verify the quality and exactness of finished products before dispensing to NCAH personnel.

The Contractor must not dispense units unless the appropriate approval and authorization has been received. No more than two (2) units will be authorized to be dispensed every two (2) years, one (1) unit for far vision and one (1) unit for near vision, as needed. One (1) additional unit for the spectacle kit will be authorized for workers using full-face respirators. Additional prescription safety eyewear and/or accessories will be authorized on a case-by-case basis to replace damaged units.

All prescription safety eyewear must meet or exceed the standards stated in the current revision of ANSI/ISEA Z87.1 Occupational and Educational Personal Eye and Face Protection Devices. Products, units, or accessories for personal, non-work-related use must not be authorized by the USDA nor dispensed by the Contractor under any circumstances.

Fitting, mounting, and dispensing fees must be included in the final price quote. The Contractor must issue an itemized sales ticket to accompany each dispensed prescription safety eyewear and accessories to the COR on a quarterly basis.

1.6 Safety Eyewear Lens Coatings

The COR, or their designated representative, will approve and authorize the provision of safety eyewear lens coatings as indicated in the Fee Schedule of Items. The COR, or their designated representative, will provide the Contractor with written notification of this approval and authorization to dispense.

Photochromic prescription lenses for occupational safety eyewear are rarely authorized since the rate of tint change may be too slow to allow movement into and out of buildings where eye injury hazards exist. Photochromic lenses will be authorized on a case-by-case basis, at the discretion of the administrative officer. The supervisor must provide a risk assessment supporting the need.

Permanent primary tinted prescription lenses for occupational safety eyewear will not be authorized as sudden changes in illumination levels, such as going from outdoors to indoors, can reduce vision briefly and may increase risk of personnel injury.

1.7 Safety Eyewear Accessories

The COR, or their designated representative, will approve and authorize the provision of safety eyewear accessories as indicated in the Fee Schedule of Items. The COR, or their designated representative, will provide the Contractor with written notification of this approval and authorization to dispense.

Side shields are required for certain group of workers potentially exposed to volatile eye hazards including, but not limited to, laboratory, facilities, and engineering personnel.

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For workers that move between indoor and outdoor spaces regularly during their course of work, flip-up sunglass attachments will be authorized. Only neutral grey or smoke-colored tinting will be authorized for the sunglass’s attachment to reduce color distortion effects.

Non-slip temple grips will be authorized for workers that perform moderate to severe physical activity as part of their functional job duties as determined by the COR.

1.8 On-Site Optician Services

The Contractor must have an optician come on-site to the National Centers for Animal Health at Ames, Iowa, on a bi-monthly schedule to consult with workers for designing, measuring, fitting, and adapt lenses and frames for clients according to written optical prescription or specifications and/or adjusting occupational prescription safety eyewear. The optician must come to the NCAH every second and fourth Wednesday of every month for a minimum of 1 hour per visit to measure, fit, and/or adjust occupational prescription safety eyewear. The optician must meet or exceed the staff requirements listed in Section 8.1.2. During these visits, the worker will provide the optician with a prescription from the worker’s personal licensed ophthalmologist or optometrist that must be used for the creation of their prescription safety lenses, and the worker will select from a variety of authorized frames and accessories offered by the Contractor under contract terms. On-site consulting fees must be included in the final price quote.

2.0 Performance Measures

2.1 Performance Measure– Prescription Safety Eyewear

The vendor must deliver prescription safety eyewear and accessories that meet or exceed the standards stated in the current revision of ANSI/ISEA Z87.1 Occupational and Educational Personal Eye and Face Protection Devices within 30 days of receiving customer prescription safety eyewear authorization from the COR.

2.2 Performance Measure– Safety Eyewear Lens Coatings

Personal Eye and Face Protection Devices within 30 days of receiving customer prescription

2.3 Performance Measure– Safety Eyewear Accessories

Personal Eye and Face Protection Devices within 30 days of receiving customer prescription

2.4 Performance Measures for– On-Site Consulting Services

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The USDA will provide a Prescription Safety Eyewear Authorization Form to the vendor for each customer seen. This form will indicate what protective eyewear will be issued and will be used to track services rendered. Vendor must submit the completed form to the COR, or their designated representative, immediately after completion of each on-site visit. The vendor must ensure compliance with the privacy and security standards stated in Section 4.

3.0 Security Requirements

Any information made available in any format must be used only for carrying out the provisions of this contract. Such information must not be divulged or made known in any manner to any unauthorized person. The Contractor must immediately notify the USDA CO and COR upon discovery of any inadvertent disclosures of information, including Personally Identifiable Information (PII) and Protected Health Information (PHI). All information arising from this task, both hard copy and electronic, must be returned to the government at task conclusion.

3.1 Qualified and Properly Cleared Personnel

The vendor must provide only fully qualified and properly cleared personnel for the work to be performed under this contract. The Contractor must ensure compliance with all applicable security regulations, and all program security operations requirements for facility access and handling of materials (if necessary). Contractor personnel must show a valid, government-issued photo identification in order to gain access to USDA facilities. The Government reserves the right to deny, withhold, or terminate access for cause.

3.2 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.3 Personnel Security Requirements

Vendor personnel must comply with USDA Homeland Security Presidential Directive (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors, Federal Information Processing Standards Publication (FIPS PUB) 201, Personal Identity Verification (PIV) of Federal Employees and Contractors, and USDA security policy and procedures.

Only US citizens with appropriate security clearance will be authorized to access government computer systems.

3.3.1 USDA Identification Badges

Contractor employees completing on-site work under this Statement of Work must present a valid, government-issued photo identification (e.g., driver’s license, passport card or book) to gain site access. Contractor employees will then be provided with temporary visitor identification badges

6 | P a g e upon entry to the premises. USDA requires government-issued identification badges and display of them at all times while on the premises. The Contractor must ensure that all Contractor employee USDA visitor identification badges are returned to the USDA immediately after completion of on-site services as the Contractor employee exits the premises. The Government will have and exercise full and complete control over granting or denying of visitor identification cards or other required security identification badges. It must be the Contractor’s responsibility to account for all identification cards/badges issued to Contractor personnel. Final Vendor payment will be withheld until all identification cards and security identification badges as well as keys or other Government assigned items have been accounted for.

3.3.2 Disclosure of Sensitive or Proprietary Information

The vendor must not disclose sensitive or proprietary information of, or in the possession of, the USDA or any of its operating units, Vendors, or business partners to unauthorized persons. The Vendor will be subject to any penalties imposed by law for unlawful disclosure of Department information. Vendor employees will be required to sign Non-Disclosure Statements.

3.3.3 HIPAA, HITECH, and Privacy Act

Work on this Statement of Work may require that personnel have access to Privacy Information. The vendor must adhere to the Privacy Act, Title 5 of the U. S. Code, Section 552a – as amended and applicable agency rules and regulations. The vendor must ensure that all contract personnel take the required USDA Privacy training. The vendor must protect the privacy, security, and integrity of Personally Identifiable Information (PII) and Protected Health Information (PHI) from unauthorized access and shall comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Health Information Technology for Economic and Clinic Health Act of 2009 (HITECH), and Privacy Act of 1974 -- as amended. The vendor must not use or disclose PII/PHI, except as permitted by law and in accordance with the individual’s rights as required under the HIPAA regulations.

3.3.4 Physical Security

Custody of sensitive information must be protected under The Privacy Act of 1974, 5 U.S.C. § 552a --as amended. The Contractor/Service Provider is responsible for safeguarding Personally Identifiable Information (PII) and Protected Health Information (PHI) data against unauthorized disclosure, dissemination or modification in accordance with the requirements, law and USDA PII policy and regulations. This includes but is not limited to: Privacy and PII data located in IT Systems, software, research data / information, personnel (institutional knowledge) and buildings/offices.

4.0 Schedule of Work

On-Site services are generally to be performed from 8:00am to 9:00am on the second and fourth Wednesday every month, excluding Federal Holidays. The vendor must coordinate work schedules with the USDA COR to ensure that service requirements are met and the availability of, and access to, Government personnel and resources. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this Statement of Work when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the USDA workforce are essential.

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5.0 Other Special Requirements

5.1.1 Quality Control

The Contractor is solely responsible for the supervision, management, and inspection of its employees under this Statement of Work. The Contractor will monitor and ensure its employees meet the requirements of this Statement of Work. The Contractor must provide and maintain an inspection system acceptable to the Government covering services provided under this Statement of Work.

5.1.2 Staff Qualifications

Experienced staff with specialized education and training is required to meet the established performance period. The Contractor must ensure and certify that their staff satisfies all of the professional and ethical requirements of industrial and occupational safety eyewear providers in the United States, as well as the following:

a) Must be proficient in written and spoken English.

b) Must be knowledgeable of OSHA regulations, and NIOSH and ANSI standards pertaining to industrial and occupational safety eyewear.

c) Must have a licensed optometrist available for consult (certain workers have medical issues which may require specialized lenses and/or frames) during business hours that meets the following requirements:

i) Doctor of Optometry degree from an educational program that is accredited by the Accreditation Council on Optometric Education (ACOE) at the time the degree was obtained.

ii) Possess and maintain a current, full, and unrestricted license to practice optometry in the State of Iowa.

iii) Must submit qualifications for approval by the Government.

d) Must have a licensed optician available for consult during business hours, to come on-site to the address listed in Section 8 to provide service under the terms stated in Section 4.2, and that meets the following requirements:

i) Must be a practicing optician for a minimum of three (3) years.

ii) Must be knowledgeable on the designing, measuring, fitting, adjusting, and adapting industrial occupational safety eyewear.

iii) Must submit qualifications for approval by the Government.

6.0 Administrative

6.1 Contracting Officers Representative

The Contracting Officer will designate a Contracting Officer’s Representative (COR) at the time of award.

The COR will be the contractor’s local Government contact for contracts awarded against this contract.

The COR is responsible for monitoring the performance of work under contracts awarded as written in the contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract be effective or binding upon the Government unless advance authorization is received from the Contracting Officer, and proper contractual documents executed by the Contracting Officer prior to performing the work.

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The COR shall inform the Contracting Officer as soon as possible of any recommended modifications, and actions or inactions of the contractor or the Government which could affect the contractor’s ability to comply with the contract performance requirements or completion times.

Whenever, in the opinion of the contractor, the COR requests effort outside the scope of the contract, the contractor shall so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer shall be notified immediately.

Proceeding with work without proper contractual coverage and approval of the co could result in a breach of contract and nonpayment.

The designation (delegation of authority) shall be provided in writing to the COR and the contractor. The delegation of authority shall clearly explain the COR’s role and responsibility on the contract, and limitations of authority.

Questions regarding contractual issues shall be directed to:

6.1.1 Contracting Officer

Stephen Tees

USDA, APHIS, MRPBS, AAMD

Stephen.tees@usda.gov

6.1.2 Contracting Officers Representative (COR) and

Technical Point of Contact Krystle J. Faris

USDA APHIS VS DB CVB SSU

1920 Dayton Avenue Ames, IA 50010 Phone: (515) 337-7257 Fax: (515) 337-7193 Email: krystle.faris@usda.gov

6.2 Delivery Orders and Invoicing

Bulk delivery orders will be issued against the contract as prescription safety eyewear is needed.

Contractors must submit invoices and attach all supporting documentation as required. Supporting documentation includes, number of kits delivered, Delivery Order number, and company information.

The IPP Approver will review the supporting documents before approving invoices in IPP, if supporting documentation is not provided the invoice will be rejected.

6.2.1 Delivery Order Set Up

USDA/APHIS/MRPBS will issue an initial delivery order upon award of the contract. Additional delivery orders may be issued throughout the life of the contract. Upon delivery and acceptance of the products for any Delivery Orders, the contractor will be responsible for submitting the invoice for payment against the IDIQ Contract number, referencing the individual order number in the IPP system at https://www.ipp.gov.

6.2.2 Placement of Orders

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The contractor must provide the products under this contract only as directed in delivery orders.

Each delivery order is issued, in accordance with FAR 16.505, will include: (i) Date of order (ii) Contract number and order number (iii) Contract item number and description, quantity, and unit price (iv) Delivery or performance period (v) Place of delivery or performance (including consignee), if known, see (b) below (vi) Packaging, packing, and shipping instructions, if any (vii) Accounting and appropriation data (viii) Method of payment and payment office, if not specified in the contract (ix) Any other pertinent information.

6.3 Ordering Authority

USDA APHIS Contracting Officers may place orders up to their warrant and within the limits of the contract Min/Max as established in the contract clauses.

6.4 Acceptance Criteria

The USDA COR will accept, reject, or require correction of deliverables. Correction will be necessary for deliverables found:

(1) To be contrary to the information contained in the vendor’s accepted quote;

(2) To be contrary to previous Government reviews of draft deliverables;

(3) To be contrary to the special instructions on documentation and other standards specified in this document;

(4) To be contrary to generally accepted professional practices;

In the event of rejection of deliverables, the USDA COR shall notify the Contractor in writing or email within seven business days the specific reasons why the deliverable is being rejected.

If for any reason a deliverable cannot be delivered within the scheduled period, the Contractor must notify the USDA Contracting Officer or their designated representative in writing or email within seven business days detailing the cause of delay and the proposed revised schedule. The USDA Contracting Officer or designated representative shall make a business decision about the impact of the delay.