CSS IHS1520880 - WEW IHS EYEGLASSES.pdf

Combined Synopsis/Solicitation

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation.

Offers are being requested and a separate written solicitation will not be issued.

Solicitation number IHS1520880 is issued as a request for quotation (RFQ), for Wewoka IHS Eyeglasses and Lenses.

This acquisition is an ISBEE set-aside. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul and https://www.acquisition.gov/hhsar

The product service code (PSC) for this acquisition is 6540 and the North American Industry Classification System (NAICS) code is 339115, with a size standard of 1,000 employees.

This RFQ contains one (1) Line Items:

CLIN ITEM TOTAL PRICE

01 05/08/2026 – 05/07/2031 EYEGLASSES & LENSES IN

ACCORDANCE WITH THE ATTACHED PRICING SCHEDULE

TOTAL ALL LINE ITEMS

PERIOD OF PERFORMANCE: 05/08/2026 – 05/07/2031

LOCATION: 36640 US-270 Wewoka, OK 74884

Vendor Requirements: SEE ATTACHED STATEMENT OF WORK

Submit Quotes no later than: 03/16/2026 02:00p.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 Products and Commercial Services.

(Deviation Date)

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

Technical:

Guarantee:

Frames and lenses breakage and scratches (considering normal wear and tear) will be replaced at least one time within one year from date order was shipped.

Normal wear and tear is considered the following:

Past Performance: This will include reviewing performance information available in CPARS as well as other sources of information.

Price: Pricing shall be all inclusive and include order forms and pre-paid shipping labels and complementary case. The following items will be evaluated; however, the entire https://www.acquisition.gov/far-overhaul https://www.acquisition.gov/hhsar pricing schedule shall be completed to be considered. Pricing will be evaluated by multiplying the quantity of the individual items below by the price and then adding all the prices together for a cumulative price.

- Single Vision Clear Lens

- Aspheric Single Vision Clear Lens

- Flat Top 28 Clear Lens

- Natural Clear Lens

- AO Compact Clear Lens

- Image Clear Lens

- Single Vision Transition

- Aspheric Single Vision Transition

- Flat Top 28 Transition

- 7x28 Transition

- Varilux New Comfort Enhanced Transition

- Small Fit Transition

- Image Transition

- CR39 Clear Digital Lenses

- CR39 Transition Digital Lenses

- CR39 Xtractive Digital Lenses

- 1.67 Clear Digital Lenses

- 1.67 Transition Digital Lenses

- 1.67 Xtractive Digital Lenses

- Solid Sunlens Colors Chemistri Clips

- Mirror Sunlens Chemistri Clips

- Gradient Sunlends Colors Chemistri Clips

- Crizal Coating

- Crizal Rock Coating

- Blue Capture Crizal Coating

- Glacier Crizal Coating

(b) Options (if applicable). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government contemplates award of a Firm Fixed Price 5 Year Blanket Purchase Agreement resulting from this solicitation pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE (TO INCLUDE OPTION PERIODS) ATTACHED EXCEL

SPREADSHEET

COMPLETED IEE FORM

GUARANTEE AND REDO/REFUND INFORMATION

ADDITIONAL DOCUMENTS NEEDED IN ORDER TO DETERMINE ABILITY TO MEET THE

TECHNICAL REQUIREMENTS

PROVISIONS: The following FAR and HHSAR provisions apply to this solicitation:

FAR 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (Sep 2024); FAR 52.204-7, System for Award Management (Deviation Date); FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Deviation Date); FAR 52.233-2, Service of Protest (Deviation Date); FAR 52.240-90, Security Prohibitions and Exclusions Representations and Certifications (Deviation Date); HHSAR 352.226-4, Notice of Indian Small Business Economic Enterprise set-aside (Mar 2022); HHSAR 352.226-7, Indian Economic Enterprise Representation (Mar 2022); HHSAR 352.232-71, Electronic Submission of Payment Requests; HHSAR 352.239-70, Standards for Health Information Technology (Dec 2022 Deviation); HHSAR 352.239-78, Information and Communication Technology Accessibility Notice (Feb 2024 Deviation); HHSAR 352.239-79, Information and Communication Technology Accessibility (Feb 2024 Deviation); HHSAR 352.204-72, Records Management <br>(Feb 2024 Deviation);

FAR 52.225-18, Place of Manufacture (Aug 2018)

(b) For statistical purposes only, the offeror shall indicate whether the place of manufacture of the end products it expects to provide in response to this solicitation is predominantly-

(1) □ In the United States (Check this box if the total anticipated price of offered end products manufactured in the United States exceeds the total anticipated price of offered end products manufactured outside the United States); or

(2) □ Outside the United States.

CLAUSES: The Following FAR and HHSAR Clauses Apply to This Solicitation:

FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this/these address (es):

https://www.acquisition.gov/faroverhaul or https://www.acquisition.gov/hhsar

(End of Clause) FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023); FAR 52.204-13, System for Award Management Maintenance (Deviation Date); FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, Or Voluntarily Excluded (Deviation Date); FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date); FAR 52.219-6, Notice of Total Small Business Set-Aside (Deviation Date); FAR 52.222-3, Convict Labor (Deviation Date); FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Deviation Date); FAR 52.222- 20, Contracts for Materials, Supplies, Articles, and Equipment (Deviation Date); FAR 52.222-35, Equal Opportunity for Veterans (Deviation Date); FAR 52.222-36, Affirmative Action for Workers with Disabilities (Deviation Date); FAR 52.222-37 Employment Reports on Veterans (Deviation Date); FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010); FAR 52.222-50, Combating Trafficking in Persons (Deviation Date); FAR 52.223-23, Sustainable Products and Services (Deviation Date); FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024); FAR 52.232-33 Payment by Electronic Funds Transfer— System for Award Management (Oct 2018); FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023); FAR 52.233-3 Protest After Award (Deviation Date); FAR 52.233-4 - Applicable Law for Breach of Contract Claim (Deviation Date); FAR 52.240-91, Security Prohibitions and Exclusions (Deviation Date); FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems (Deviation Date); FAR 52.242-13, https://www.acquisition.gov/faroverhaul

Bankruptcy (July 1995); HHSAR 352.211-3, Paperwork Reduction Act. (Dec 2015); HHSAR 352.226-1, Indian Preference. (Deviation); HHSAR 352.226-6, Indian Economic Enterprise Subcontracting Limitations

FAR 52.217-8, Option to Extend Services (Nov 1999) The Government May Require Continued Performance of Any Services Within the Limits and At the Rates Specified in the Contract. These Rates May Be Adjusted Only as a Result of Revisions to Prevailing Labor Rates Provided by the Secretary of Labor. the Option Provision May Be Exercised More Than Once, But the Total Extension of Performance Hereunder Shall Not Exceed 6 Months. The Contracting Officer May Exercise the Option by Written Notice to the Contractor Within 15 Days.

(End of Clause) FAR 52.219-28 Postaward Small Business Program Rerepresentation (Deviation Date)

(g) If the Contractor does not have representations and certifications in SAM, or does not have a representation in SAM for the NAICS code applicable to this contract, the Contractor is required to complete the following rerepresentation and submit it to the contracting office, along with the contract number and the date on which the rerepresentation was completed:

(1) The Contractor represents that it □ is, □ is not a small business concern under NAICS Code _____ assigned to contract number _____.

(2) [Complete only if the Contractor represented itself as a small business concern in paragraph (g)(1) of this clause.] The Contractor represents that it □ is, □ is not, a small, disadvantaged business concern as defined in 13 CFR 124.1001.

(3) Women-owned small business (WOSB) joint venture eligible under the WOSB Program. The Contractor represents that it □ is, □ is not a joint venture that complies with the requirements of 13 CFR 127.506(a) through (c). [The Contractor shall enter the name and unique entity identifier of each party to the joint venture: __.]

(4) Economically disadvantaged women-owned small business (EDWOSB) joint venture. The Contractor represents that it □ is, □ is not a joint venture that complies with the requirements of 13 CFR 127.506(a) through (c). [The Contractor shall enter the name and unique entity identifier of each party to the joint venture: __.]

(5) Service-disabled veteran-owned small business (SDVOSB) joint venture eligible under the SDVOSB Program. The Contractor represents that it □ is, □ is not an SDVOSB joint venture eligible under the SDVOSB Program that complies with the requirements of 13 CFR 128.402. [The Contractor shall enter the name and unique entity identifier of each party to the joint venture: __.]

(6) HUBZone joint venture eligible under the HUBZone Program. [Complete only if the offeror is a HUBZone small business concern.] The offeror represents, as part of its offer, that It □ is, □ is not a HUBZone joint venture that complies with the requirements of 13 CFR 126.616(a) through (c).

[The Contractor shall enter the name and unique entity identifier of each party to the joint venture:

_____.] Each HUBZone small business concern participating in the HUBZone joint venture must be certified as a HUBZone concern. [Contractor to sign and date and insert authorized signer's name and title. ____________________]

(End of clause) HHSAR 352.224-71, Confidential Information. (Deviation) (Feb 2024)

(d) Government furnished or provided information: For information provided by or on behalf of the government—

(1) The publication or dissemination of the following types of information are restricted under this contract: ANY GOVERNMENT RECORD INFORMATION, PAYMENT INFORMATION, EMPLOYEE/PATIENT PHI OR PII.

(2) The reason(s) for restricting the types of information identified in subparagraph (d)(1) is/are:

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 AND PRIVACY

ACT OF 1974 (2020 EDITION).

(End of Clause)

“System Updates May Lag Policy Updates. the System for Award Management (Sam) May Continue to Require Entities to Complete Representations Based on Provisions That Are Not Included in This Solicitation. Contracting Officers Will Rely on Representations from Offers Based on Provisions in the Solicitation. Entities Are Not Required To, Nor Are They Able To, Update Their Entity Registration to Remove These Representations in Sam.”

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 when submitting an offer or quotation. 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 insufficient detail to determine technical acceptability. Failure to provide sufficient technical details may result in rejection of your quote.

https://www.sam.gov/

PART I, SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

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 for Wewoka Indian Health Center.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide Optical lens, Frames, and other items for the Wewoka Indian Health Center Optometry Department.

3. PERIOD OF PERFORMANCE

The period of performance will be for five (5) years beginning May 08, 2026 through May 07, 2031.

4. LEVEL OF EFFORT

Frames:

Contractor shall provide on consignment a variety of mid-range priced metal and zyl frames consisting of approximately 20 unisex, 80 women’s, 70 men’s and 30 children’s to include some non-allergen materials, wide width and titanium frames.

Contractor shall provide table top displays for clips and/or demo lenses.

Contractor shall update frame inventory at no charge, every six (6) months. This includes contractor representative removing discontinued frames from inventory and replacing them in a timely manner. The center maintains full frame discretion.

All frames shall include a 1-year warranty based on industry standards. This should include remounting and/or inserting lenses at no extra charge.

Payment of frames and/or lenses shall also include 3rd party payments by money order, credit/debit card and tribal funds. Site does not have the ability to use cloud-based payment systems for credit cards unless a QR code is provided for patients to use directly.

Frames should include designer options such as Ray Ban, Native Vision (or other Native American style frames), Michael Kors, Kate Spade and Vari.

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 and should include safety thickness.

Tinted lenses shall include both solid and gradient options in addition to plastic and glass Transition. Products should not be generic and should be up to WIHC Optometry standards.

Lenses should be Essilor or Varilux lenses to reduce number of rejected/non-adapt lens issues.

Lenses shall include scratch resistant coatings with 1 year warranty.

Lens prescription changes shall be provided at no additional charge within 90 days of the original order.

No high sphere, cylinder, or oversize blank charges.

If any products are discontinued and/or unavailable, then submit equivalent item.

Other Items:

Order forms and pre-paid shipping labels shall be provided by the contractor. Orders may be made by mail, telephone or electronic means.

Completed spectacles shall be returned to Wewoka IHS clinic within 7-10 days of the order date.

Patients may provide a personal frame; the contractor may refuse to use said frame. Contractor not liable for damage to personal frame.

Complementary hard and soft cases shall be provided.

Must provide samples of lens tints, clips and accessories offered.

The contractor shall provide Fabrication of Eyeglasses services for the Wewoka Indian Health Center Optometry Department. To provide as follows:

Tasks:

Shall provide fabrication of eyeglasses, frames and lenses, at a range price levels, including economy pricing.

Shall include the provision of a sample frame kit if necessary, and frame catalogs listing all sizes and colors of each frame.

A representative shall visit at least annually to assure our staff are updated on new products, policies, and maintain open communication. If unable, shall visit virtually and shall schedule accordingly with the Chief of Optometry.

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 w i t h 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.

Guarantee:

Frames and lenses breakage and scratches (considering normal wear and tear) will be replaced at least one time within one year from date order was shipped.

Normal wear and tear are considered the following:

o Lenses edged into rimless style frame, drilled or grooved, are not cover under warranty unless

Polycarbonate or Trivex material is used.

o Frames or lens damage that is due to normal wear (such as abuse or bite marks)

Eye glass frames shall be in accordance with the American National Standards Institute, ANSI/ISO 7998/8624/12870-Optics set standard which ANSI has approved as an American National Standard.

REDO’s and REFUND’S At minimum, Contractor shall agree to the following standards:

Lab errors shall be made 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 shall be offered with at minimum a 50% discount.

Non-Adapt redo for progressive lenses shall be offered at no charge within 90 days of ship-date.

Downgrades (transitional to clear lenses) or same-price changes shall be offered within 90 days of original ship-date.

Frames may be exchanged if in like-new condition.

4.2. The contractor shall be responsible for all labor, materials, travel costs and associated expenses necessary to fulfill contract agreements to and from the Wewoka Indian Health Center.

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 Wewoka 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 Wewoka 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 Wewoka

Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1.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 (agencies) 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.

6.4. Personnel Qualifications: The qualifications of the key personnel assigned to the contract should include the following: The contractor will have 3 to 5 years of experience in fabrication of eyeglasses.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1.The Government shall supply the facility to house the consignment frames.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

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

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW 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, the number of returns with the contractor’s error in lenses, the quality of their products, and with amount of returns due to product breakage.

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

Delivered within ten (10) calendar days

95%

Contractor error of the order and needs to be returned

Complete order with no errors

95%

Product defects and needs to be returned Product with no defects 95%

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