CRHC20-22-Amend2.pdf

DEPARTMENT OFHEALTH AND HUMAN SERVICES Public Hcalth Servic€ Cheyenne River Service Unit PO Box l0t2 Eagle Butte SD 5?625

(605) 964-7724

Reference: CRIIC-2l -22 Amendment #2

May 28,2020

To Whom It May Concern:

Enclosed is the executed sF-30 document signed and dated by the supervisory contract

Specialist in reference to solicitation numb.i CUqC-ZO-ZZ. Please retain for yout own records.

Should you have any question or need information, Charger'

Purchasing Agent at (605)964-0507 or via email at

Supervisory Contract SPecialist

Cheyenne fuver Health Center

Attachmenr

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Amendment #2

6 SSUEO BY

Indian Health Service Cheyenne River Health Center 24276 166tlt Street Airport Rd Eagle Butte, SD 57625

PAGES

5 PROJECT NUI4AER /// appl,ceble)

7 ADMIN STEREO AY f/t olher lhan ltem 6)

Same

8 NAI,|E AND AODRESS OF CONIRACTOR fNumDeL street, county, Slate end ZIP Code) 9A AMENDMENT OF SOLICITATION NUMBER cRHC-20-22

98 OATED (SEE ITEM 11)

05t28t2020

TO AMENOMENTS OF SOLICITATIONS

E Tne above numbered so iotalon rs amended as sel todh n lrem 14 Tho hour and date specified lor rsc€rpt of Ofiers X rs exlended L ] rs nol enended or 1c) By separale relter or €leclronic comm!nrc€rron whrch includes a reference lo lhe solcllallon end amendmenl numbers FAILURE OF YOUR ACKNO\&tEOGMENT TO 8E

RECE VED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER If by v nue onhrs ainendment yo! desireto changean ofer already suboitled such change may bo mede by l€ner oreleclronic communicalion pvided aach l6tler or oleclronlc commun,cation rnakes referenc€ to the solioralion and lh s amendm€nl. and is received pior toth€ opening hour snd date sp€cjfied

12 ACCOUNTING AND APPROPRIATION DATA f/f/eguifed)

4 REQUIS IT ON/PIJ RCNAS E REQUISTON NUMSER

N/A

IT MODIFIES THE CONTRACT/OROER NUMBER AS DESCRIBEO IN ITEM 14.

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

A THIS CHANGE ORDER lS ISSUED PURSUANT TO (So€city authonty) rHE CHANGES SET FORTH lN ITEM 14 ARE MADE lN THE CONTRACT OROERCNECK ONE

NUMBER IN ITEM 1OA

B THE AEoVE NUIVIBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (SUCh AS ChA,gES iN PAiNg ON\CE, aptapnanon data, etc I SeT FORTI-I lN ITEM 14 PURSUANTTO THEAUTHORITY OF FAR43103(b)

C TN]S SUPPLEMENTAL AGREEIVIENT S ENTERED INTO PURSUANT TO AUTHOR1TY OF:

D OTHER lspecly lype ol nodlticallon and authonty)

E. IMPORTANT: Contractor ! is not I is required to sign this document and return '1 copies to lhe issuing offlce

Amendment #1 as follows:

'1) Extend the closing date, From lvlay 29,2020 @ 'l:00Pm, TO: June 11th,2020 @ 1:00pm

2) Delete SOW and replace with attached SOW

There are no olher changes made by reason of this amendment

Exceot as orovrded herern a[ rermsand condtrrons ofthedocumenl roferenced in ll6m 9A ot 1OA, as herelofore chang€d, remains unchanged and ln tullforce and oflecl

154 NAME AND TITLE OF SIGNER (TYPE O/P'NI] 16A NAME ANo TITLE OF CONTRACTING OFFICER (fwe ot $inl)

Danielle Chasing Hawk, Supervisory Contract Specialist r5B CONTRACTOR/OFFEROR

16C DATE SIGNED

(ggnalurc of pe6an aulhonzed lo stgn)

DA

168 UNITED STATES OF AMERICA

Danielle D Chasing Hawk f-l,YH "xilx,",-s #;."*.,,,,," "-

15C DATE SIGNEO

Previous edilion unusable Prescribed by GSA FAR (48 CFR) 53 243

CRIIC20-22-Amend#2

PRESCRIPTION EYEGLASSES SERVICE

l'l ill {}.1{l!i,.1 "r{. i' \\'{}l.l11 :i] .,\'l !;.\'l lrl:!- l'

GENERAL REQUIREMENTS/SERVICES TO BE PROVIDED

I'he contractor shall provide prescription eyeglasses in accordance with the standards set forth below for beneliciaries ofthe Indian Health Service (lHS). Cheyenne River Health Center (CRHC), Eagle Butte.

SD.

CRHC anticipates to award a Blanket Purchase Agreement (BPA) contract on a firm fixed unit price basis tiorn this solicitation. The awarded contract will contain one (l) base period and four (4) renewable option )ears subject to availability offunds, The total duration ofthe contract will not exceed five (5)

1'eals. CRHC will determine (based on an integrated assessnrent ofeach offeror's technical and price proposals) the individual proposaljudged to be lowest-price technically acceptable. CRHC will be the sole.iudge as to whether the option year will be exerc ised, based on the determ ination of need.

Under this agreement, the contractor shall provide a complete pair ofprescription eyeglasses at the firm-tixed prices specified in the attached Schedule ofSupplies and Services. The price for a single pair of prescription eyeglasses shall be all inclusive and include all parts, materials (lenses, lens treatments), tiames. fabrication, labor, eyeglass case, 2-day shipping/delivery, and manufacturing services required pel pair as specified in attached Schedule of Supplies and Services.

STANDARDS OF PERFORMANCE

The contractor shall fabricate all eyeglasses in strict conformance to the eyeglass prescription that has been provided by the CRHC Optometry Clinic Team, Chief, and/or authorized designee(s). The contractor shall not add or substitute components or alter the beneficiaries' prescription in any way ivithout prior approval and written authority from the CRHC Optometry Clinic Team, Contracting Officer

Rcpresentative (COR) and/or authorized designee. All iterns provided by the contractor shall be new.

PERIOD OF PERFORMANCE

This contract shall begin at the time the contract is awarded and run through a base year + the option to exercise 4 additional one year option years.

LABORATORY QUALIFICATIONS

A Il fabrication services must be under the superv ision of an American Board of Opticianry (ABO) certified optician. All work lnust be performed at the location designated to service the CRHC Optometry

C lin ic. The Contractor agrees to transmit full particulars concerning this contract to the branch and/or agents. authorizing and instructing them to fumish the services and supplies covered by the contract to the

IHS activities covered thereby at the prices and in accordance with the conditions thereof.

ORDf,RING AND BILLING FOR SERVICES RENDERED

The Procurement Officer, upon identification ofquality ofquantity and type ofservice, will prepare and issue to the laboratory a Blanket Purchase Agreement (BPA) which outlines the terms ofthe contract, Each rnonth ofthe contract, the Procurement Officer at the Service Unit will issue a "call" against this

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CRHC20-22-4mend#2 contract, citing the BPA number, each month ofthe contract period. This submission of the "call" to the

Contractor is required to prevent any delays in delivery or break in services.

PAYMENT DUE DATE

Payments are made in accordance with the terms and conditions ofthe contract, after the receipt ofa proper invoice in the office designated to receive the invoice.

INTEREST ON OVI,RDUE PAYIVIENTS

The Prompt Payment Act, Public Law 97-177 (96 Stat. 85, 3l USC l80l) is applicable to payments under this contract and requires the payment to Contactors of interest on overdue payments and improperly taken discounts.

REPORTS

A list ofall outstanding unpaid spectacle orders shall be submitted on a combined report, monthly to the

Optometq Depanmenl. Cheyenne River Health Center.24276 166'h Street. PO Boxl0l2. Eagle Butte.

sD 57625.

SUBSTITUTIONS

Ifcontract fiames are not available and substitutions are requested, the contractor shall notifu the COR and the CRHC Optornetry Clinic Team notifuing them of the requested substitute. All substituted frames shall be olequal or greater quality at no additional cost, Substitutions shall not be made without prior notitlcation to the COR and facility.

LENSES

All lenses shall be fabricated in strict conformance to the eyeglass prescription. All lenses shall be fhbricated and provided in accordance with the standards set forth in the current edition of American

ANSI 280, l, 2010 or latest edition. All ophthalmic lenses shall be in accordance with Food and Drug Administration (FDA)

Regulation (2) CFR, Parts 3 and 4 for impact resistance, unless otherwise specified in the order. All ophthalmic lenses (glass or plastic) shall be chemically strengthened for impact. All glass and plastic ophtha|nic lenses shall be corrected curved lenses. Ophthalmic lenses with cylinder power shall be fabricated in m inus cylinder form, unless positive cylinder form is specified in the order.

All children age 0- l8 years will be provided with polycarbonate lenses unless the prescribing provider deterrn ines an individual prescription is not suited to polycarbonate. The IHS will not authorize any tints or special coatings for school children unless medically-indicated and prescribed by the provider' The base frame and lens cost will be limited to $34.00 for any prescription authorized by IHS, with overages based on rnedical necessity.

a. Single vision Lenses. Lenses shall be available in glass (including PGX and PGX Thin and

Dark), plastic, polycarbonate, hi-index, i.e. I 60, hyper-index, i.e 1.67, and Thin and Lite' i e'

L74. Construction ofsingle vision lenses shall include spheres, plano-cylinders and sphero-cvlinders in all powers. clear, framed lenses and oversized blanks shall be available. For

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b.

d.

b.

CRIIC20-22-Amend#2 monocular patients, the balance lenses shall be of approximate equal power and ofsame maleflal.

Bifocal Lenses. Lenses shall be available in glass (including PCX and PGX Thin and Dark), plastic, polycarbonate, hi-index, i.e. 1.60, hyper-index, i.e. | .67, and Thin and Lite, i.e.

l.T4..Construction ofbifocal lenses shall include spheres, plano-cylinders, and sphero-cylindersinall powers, with add powers of +0.50Dto+4.00D. Lenses shall beavailablewith flattop, executive and round segments. For monocular patients, the balance lenses shall be of approximate equal power and of same material.

Trifocal Lenses. Lenses shall be available in glass (including PGX and PGX Thin and Dark), plastic, polycarbonate, hi-index, i.e. 1.60, hyper-index, i.e. L67, and Thin and Lite, i.e. I .74.

Construction oftrifocal lenses shall include spheres, plano-cylinders and sphero-cy linders in all powers, u,ith add powers of+1.50D to +4.00D, 50% intermediate power. For monocular patients. the balance lenses shall be ofapproximate equal power and of same material.

Progressive (No-Line Bifocal) Lenses. Lenses shall be available in glass (including PGX and PGX Thin and Dark), plastic, polycarbonate, hi-index, i.e. 1.60, hyper-index, i.e. L67, and Thin and Lite, i.e. I .74. Construction of no-line bifocal lenses shall include spheres, plano-cylinders and sphero-cylinders in all powers, with add powers of+0.50D to +4.00D.

Should beneficiary not adapt to progressive lenses within the initial 6 months of issuance, the contractor shall replace at no cost with lined bifocals or trifocals. For monocular patients, the balance lenses shall be of approximate equal power and of same material.

Special Design Lenses. The contractor shall provide special lens design in opaque, frosted or black, balanced lens, prismatic lens, polycarbonate, hi-index, hyper-index, thin and light, over power, A"/R coating, safety lenses, executive style, solid or gradient tinted (all colors) lenses, progressive lenses, Photochromic lenses (Transitions and their equivalent, PGX, and

PCX Thin & Dark), aspheric lens, and slab-off prism. Requirements fbr special design lenses will be specrfied by the CRHC Optometry Clinic in the prescription or order'

FRAMES

All frames shall be fabricated in accordance with the current edition ofthe American

ANSr 280.5. 2004

Edition. All itelns provided by the contractor shall be new. The contractor shall provide cornpletely assembled eyeglass frames placed in standard alignment and include mounting of lenses.

Upon award of BPA, the contractor shall provide one free sample frame kitto the CRHC optometry clinic in a combination of men's, women's, children's and unisex standard and safety frames, allowing fbl different eye sizes, bridge sizes, temples and colors A sample kit sha ll be provided to the CRHC Optometry Clinic under the terms of this coutract and updated at least yearly as contractual options years are exercised. At a minimum the following frame mix needs to be part ofthe contractor's frame selection under this award: fifty (50) men's fiarnes. fift_v (50) women's frames, hventy-five (25) children's frames, two hundred twenty-tive Q2 unisex frames, and five (5) safety frames (unisex frames) all available in various temple, eye/bridge sizes and colors. Twenty-five percent (25%o) ofmen's and women's framesmustbelargeframessizes(>58mmeyesize)'Aminimumofthree(3)titaniumframes

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CRHC20-22-Anend#2 for both men and women need to be part of the mix of metal frames. Any proposed substitutes for, or changes to the approved frame selection must be approved in writing by the

COR and/or designee. AII frames shall have a one-year warranty. New frame samples shall be provided, as needed, at no charge. There will be no charge for those flames not retumed to the contractor during or at the end ofthe contract.

c. Metal frame samples shall include both adjustable nose pads and fixed bridges. New frame sarnples shall be submitted during the contractual period. All frames must be approved by the CRHC Optometry CIinic. Upon contract award and upon COR and/or designee wriften approval ofthe submitted frames, the contractor shall provide a sample kit at no charge.

d. Each month, the contractor shall provide updates on changes in availability offrames, sizes, and colors to the COR and/or designee. If a frame is discontinued during the BPA period, the contraclor shall provide the COR and/or designee with a proposed substitute frame within 7 working days; the substitute frame will be subject to approval by the COR and/or designee.

e. The contractor shall maintain an adequate inventory ofall items covered by this agreement and shall provide a similaror equal item ifstock is not immediately available or in case of emergency. The contractor shall ensure stock is maintained at all times and no undue delays are incurred. Any substitute items must be approved by the COR and/or designee.

f. Privately owned frarnes rnay be submitted to the contractor for new lenses. Charges for lenses only shall be in accordance with the schedule. The contractor is responsible for replacing privately owned frames with comparable like frames in the event of loss of privately owned frames at no cost to the beneficiary.

I,YEGLASS CASES

One eyeglass case (gender specific) will be provided by the contractor with each pair ofeyeglasses furnished at no additional cost to the Govemment. Eyeglass cases shall be the sliding sfyle or snap style.

PRESCRIBING ERRORS (DOCTOR REMAKES):

The contractor shall make corrections in prescribing errors at no cost to the Govemment for a period of one (l) month from receipt ofeyeglasses at the CRHC Optometry Clinic.

ERRORYDEFECT LIMITATION

No more than a five (5) percent enor/defect tolerance of prescribed frame measurements and lens refraction shall be acceptable. Exceeding the five (5) percent requirement for orders placed will be grounds tbr possible termination. This requirement will be strictly monitored

ORDERS

a. GRHC Optometry Clinic shall fax or submit electronically, via encrypted/secure email, eyeglass prescriptions/orders directly to the conffactor's facility On a daily basis, the

Contractor shall fax or submit electronically via encrypted/secure email a confirmation receipt of each eyeglass order. Eyeglasses will be mailed to the CRHC Optometry Clinic via

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CRHC20-22-Amend#2

2-day shipping/delivery service. All eyeglasses must be in standard alignment when mailed to the CRHC Optornetry Clinic.

BATCHING

Orders rvill be subm itted to the contractor as soon as possible after they are made available to the CRHC

Optornetr) Clinic staff. Batching oforders is not authorized by the contractor. Batching in this case means holding all orders to meet a minimum requirement.

SALVAGE

In the event that a beneficiary dies prior to delivery and acceptance ofeyeglasses, CRHC shall pay the contractor for the work performed up to the point that they are notified to stop work. The price to be paid shall be mutually agreed upon and shall not exceed the contract price ofthe eyeglasses less the salvage value ofthe unused comDonents.

PERT'ORMANCE AND DELIVERY

a. Point of Delivery: Eyeglasses shall be mailed directly to:

t;?; floo1r3;'"'""'" Eagle Butte, SD 57625

Y ia 2-day Express/Overnight Delivery, e.g. Fed Ex, UPS, etc., using traceable means

b. All eyeglasses shall be in standard alignment when mailed to CRHC Optometry Clinic

i. Turn-around Times: Under normal circumstances, the contractor is required to deliver items under this BPA within ten ( l0) business days after receipt of order from the CRHC

Optometry Clinic.

c. The contractor shall noti! the COR and/or designee in the event required delivery schedules cannot be met. Failure by the contractor to provide a written notification within 48 (2 business days) hours as specified above constitutes non-receipt of an order.

d. The Contractor shall be responsible for informing the COR and/or designee ofany order deficiencies such as missing information, illegible prescription, backordered materials, or other issues within 48 hours (2 business days) of the order'

e. A waiver/exception to the product service delivery requirements stated above may be granted on a case by case basrs by the CRHC Optometry Clinic representative and/or the COR in the event that it is determined these requirements would not place an undue burden on the beneficiary or that circumstances warrant lt

f. Eyeglasses may be expedited at the request ofthe COR or designee when emergent circumstances are present and meet medicalj ustificatton.

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PRODUCT RECALL

The contractor shall immediately notif the contracting offrcer, the COR and CRHC Optometry

Clinic in the event of a product recall, removal, required adjustment, or required modification that is suggested or mandated by the contractor, distributor, manufacturer, or any other regulatory or ofticial agency, The information that shall be included in this notification includes:

a. A complete item description and identification;

b, Administrative identification data including contract number, order numbers and order date;

c. Reasons for recall, removal, adjustment or modification; and

d. Instructions for appropriate corrective action.

WARRANTY

During the 90-day period after acceptance, all necessary adjustments (i.e., material defects, distortion, etc.) shall be made by the contractor. The contractor warrants/guarantees the eyeglasses against defective workmanship for a minimum of one year liom the date of acceptance. Malrufacturer's warranties ofeyeglass components that extend beyond the mintmurt one-year period shall be expressed and also enforced. The contractor agrees to fumish, without additional cost to the Govemment, all labor and materials necessary to correct defects that were detected during the guarantee period. Should the prescription be incorrectly filled, the contractor agrees to make corrections at no additional cost to the Government. These conditions do not apply to adjustments incidental to the wearing of eyeglasses, adjustments required by physical change ofthe wearer, or where there is evidence ofdeliberate misuse ofalteration by anyone other than the contractor. If eyeglasses are retumed to the contractor for correction for a problem due to their eror, the corrected glasses shall be returned to the CRHC Optometry Clinic within ten ( l0) business days of receipt of the defective glasses.

PAYMENT AND INVOICES

a. Payment shall be made in afrears, upon receipt ofa properly prepared invoice referencing the service for which payrnent is due, BPA number and/or purchase order number assigned.

Payment will not be processed until a properly completed detailed service report is received rvithin fourteen (14) days ofend ofpayment month. contractor will be paid on a monthly basis. No later than fourteen (14) working days after each payment month, the contractor shall submit an invoice for all eyeglasses delivered the previous month. The contractor sha ll submit 3 documents;

o A single cover sheet (invoice) for the total amount otved for the month, which must also include contractor's name & address, invoice number, BPA number, task order number,monthofserviceandcontractlineitemnumberssub-totals&quantities'

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CRIIC20-22-Amend#2

. A separate spreadsheet for each contract line item number invoiced during the months. Spreadsheets must include beneficiary's last name, first name, invoice number, purchase order number, shipping date, and price.

b. The contractor must be capable of submitting invoices via electronic encryption transmission to the appropriate CRHC Optometry Clinic, as specified on the purchase/delivery order.

c. The method of electronic payment will be a call against the BPA. The Covemment issued purchase order number shall be inserted in the vendor purchase order block. The Vendor l.D, Nurnber assigned to the contractor is necessary to ensure prompt processing of payments.

d. The CRHC may dispute all charges if an invoice has not been received and/or the beneficiary did not receive the eyeglasses. The invoice must consist of fabrication information. Therefore the contractor may provide prmf of shipment of eyeglasses with a proper invoice listed above. Payment can be made only after ceftification from the COR or designee that the prices billed are correct.

CONTRACT MANAGER

The contractor shall designate two individuals as "Contract Manager" for this contract. The Contract

Managers shall act as liaison to resolve day-to-day business arrangements and operational problems throughout the term of the contract. These individuals shall be available to the CRHC Optometry Clinic

Staffdunng normal business hours 8:00AM to 5:00PM (MT, adjusted for Daylight Savings), Monday through Friday, excluding weekends and federal holidays.

FEDERAL HOLIDAYS

The ten holidays obsenved by the Federal Government are:

New Year's Day Labor DaY

Martin Luther King. Jr.'s Binhday Columbus Day

Presidents' Day Veterans DaY

Memorial Day' Thanksgiv ing DaY

Independence Day Christmas DaY or any other day specifically declared by the President ofthe United States to be a national holiday.

x** 'twhen a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Sarurday, the preceding Friday is observed by u.S. Government agencies.

REPORTS

The contractor shall submit a daily report to the cRHc optometry with the following information:

o Work in Progress o Shipping List

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Contractor shall provide the designated COR and/or designee quarterly fabrication response time reports and corrective action status.

'[ he contractor shall provide a monthly expenditure repoft identifuing the total number of eyeglasses tlpe dispensed and total invoice amounts for all orders under this contract. The report shall be submitted to the contracting officer representative. Failure to provide this repoft in a timely manner will be identified as a oerformance issue and recorded in the official contract file.

ORDER FORMAT

Orders rvill be placed against this BPA via e-mail, Secure Data Transfer Service (SDTS), FAX, or in hardcopy format. Each individual BPA Task Order will describe the purchase required.

OBLIGATION OF FUNDS

This BPA does not obligate any funds. The Government is obligated only to the extent ofauthorized order actually issued under the BPA by the Authorized Representative. Any or all commitment(s) made by the Government under this contract is subject to the availability of funds for Fiscal years (FY), FY20, FY2l,Fy22, FY23, and FY24. The Contractor shall not perform any service after completion ofthe contract year, unless so instructed, in writing, by the Contracting Officer

AUTHORIZED LIMITS

The Government estimates, but does not guarantee, that individual BPA orders placed against this agreement may reach $4,000/per month. This Order Limit may be increased by mutual agreement ofthe parties as necessary, in whole or part. The authorized Ceiling Limit ofthe Agreement is set at approximately $48,000 over a one year period covered by the Agreement; $is ceiling is also not a guarantee. The Ceiling Limit may also be raised in association with order Limit increases or other conditions which, by mutual agreement of the parties, maybe considered necessary. Authorization for individual Task Orders above the stated Task Order and/or Ceiling Limits must be coordinated through the Contracting Officer before larger valued orders can be issued and prior to commencement of work

All unauthorized work, regardless ofamount, will be processed through the ratification process.

CONTRACTING OFFICER

The contracting officer is the only person authorized to approve changes or modifo any ofthe requirements under this agreement. The contractor shall communicate with the contracting officer on all matters pertaining to contract administration. Only the contracting officer is authorized to make comm itments or issue changes which will affect price, quantity, or quality of performance of this agreement. In the event the contractor makes any such change at the direction ofany person orher than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the agreement price to cover any increase in costs iucurred as a result thereof. All correspondence and any questions will be directed to the contractirlg oflicer for advisement.

Any technical questions pertaining to this agreement shall be directed to the COR as delegated by the contracting officer. (Refer to Delegation of Authority issued after award). The coR has duties and limited responsibilities as detailed in the Delegation of Authority. which the contractor is cautioned to

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CRIIC20-22-Anend#2 read. The contractor may be held liable ifthey follow direction for which the COR has no authority to issue.

-INDIVIDUALS AUTHORIZED TO PLACE ORDERS

CRHC Optometry Clinic Staffare the only users authorized to place orders under this BPA.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

I. PURPOSE

This Quality Assurance Surveillance Plan provides a systematic method to evaluate performance for the stated contract. This plan explains the following:

o What will be monitored?

o How rronitoring will take place?

. Who willconduct the monitoring?

. How monitoring efforts and results will be documented?

This plan does not detail how the contractor accomplishes the work. Rather, the plan is created with the premise that the contractor is responsible for management and quality control to meet the terms ofthe contract. It is the Govemment's responsibility to be objective, fair, and consistent in evaluating oerformance.

This plan is a "living document" and the Govemment may review and revise it on a regular basis

Hor.vever. the Covernment shall coordinate changes with the contractor. Copies ofthe original plan and revisions shall be provided to the contractor and Govemment officials implementing surveillance activ ities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The tbllorving personnel shall oversee and coordinate surveillance activities

a. Contracting Officer (CO) - The CO shall ensure performance ofall necessary actions for effective contractilrg, ensure compliance with the contract terms, and shall safeguard the interests ofthe United

States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final delermination ofthe adequacy of the contractor's performance'

b. Conrracting Officer's Representative (COR) - The COR is responsible for technical administration ofthe contract and shall assure proper Government surveillance ofthe contractor's performance The

CORshalt keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Govemment's behalf

3. CONTRACTOR Rf, PRESENTATIVES

The Contractor shall provide a toll-free telephone number for ordering and customer inquiries and shall designate an employee as an IHS CRHC customer service representative to mainLain the account and rapidly resolve any identified problems. This shall be parl ofthe Contractor's Quality Assurance Program

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'fhe following employees ofthe contractor serve as the contractor's program manager for this contract.

a. Prograrn Manager - TBD

b. Other Contractor Personnel TBD

4. Pf,RFORMANCE REQUIREMENT STANDARDS

Performance standards define desired contractor performance. The CRHC performs surveillance to determ ine if the contractor exceeds. meets. or does not meet these standards.

The CRHC shall use the standards below to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Description sow Reference

Numerator and Denominator

Quantity of Surveillance

AQL Method of Surveillance

Audit of CRHC patient satisfaction \\ ith tinreliness of deliveries and quality of producl

Paragraphs:

Performance and Delivery, and Reports.

N=#of patients satisfied with the dellvery tirne for their eyeglasses and the condition of eyeglasses upon arrival.

D = Total #of Random Sampling.

Random ly pull ljok of satisfaction survey biannually.

s0% Random Sampling

Audit of CRHC patient records fbr proof of timely and accurate billing

Paragraph:

Paymerrt and lnvoices

COR and/or designee will randomly revtew eyeglass orders for billing.

Randomly assess to ensure correct amount is being invoiced biannually.

90Vo Random Sampling

Audit of cyeglass qu a lit_v

Paragraphs:

Lenses;

Frames, Error/Defect Lim itation.

COR and/or designee will pu ll l5 patient records per

N=#of deficiencies, repairs or replacement eyeglasses due to deficiencies or poor q ua lity.

D=#of eyeglass files audited within

I 5 case reviews quarterly.

95% Deficiency Sampling

CRI{C20-22-Amend#2

5, METHODS OF QA SURVEILLANCE

Various methods exist to monitor oerformance. The COR shall use the surveillance methods listed oerow in the administration of this plan.

RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

6. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

7, DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The CRHC will document positive performance.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR will inform the contractor. This will normally be ln writing unless circumstances necessitate verbal communication. ln any case the COR will document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR will notiD'' the CO

8. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the frequency ofsurveillance ls appropriate for the work being performed.

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