JSU Eyewear Products.pdf

Statement of Work JSU Laboratory Eyewear Services

SECTION A - PURPOSE OF CONTRACT

The purpose of this contract is to obtain eyewear for Native American patients served by the Jicarilla Service Unit. The Jicarilla Service Unit will purchase eyeglasses for patients who meet pre-developed criteria for Diabetic and Elderly program (that is patients who have been diagnosed with Diabetes or are aged 60 years and older). In addition, the vendor will provide eyeglasses to our patients who chose to self-pay or to use their Medicaid benefits to pay for their glasses. The legislation which authorizes this procurement is the Snyder Act and the Health Care Improvement Act. The contractor will provide the required services to the following Albuquerque Area Indian Health Service Facility:

Jicarilla Service Unit (JSU) 500 North Mundo Rd.

Dulce, NM 87528

SECTION B – Period of Performance

THE ACQUISITION will be a Fixed Firm Price contract for one-year base period with four option years.

Date of performance will be from December 01, 2024 through November 30, 2025, base year with four additional option years to commence on December 01, 2025.

SECTION C - SCOPE OF WORK

The contractor shall possess the knowledge, skills, and ability to perform a full range of services in his/her specialty, including a wide selection of eyeglass frames for to the Jicarilla Service Unit Optometry Clinic. Services may include but are not limited to the following:

Fabrication of eyeglasses to the specification of the American National Standards for Ophthalmic (ANSI)and the Jicarilla Service Unit Optometrist Will offer a wide variety of ophthalmic eyeglass frames and lenses with options for any add-ons.

(Clear, transitional, safety and sun glasses as well as Crizal and Shamir products.)

Vendor will provide weekly manifest of glasses being shipped out.

Vendor will provide weekly notifications on any back orders. (Delay of frame, discontinued frame, lenses issues etc.)

Eyeglasses will be completed within 2 weeks of order submitted

Back orders to be shipped out as soon as issues are fixed Vendor will provide a monthly detailed invoice separating all accounts. (Patient self-pay, DM/Elderly order, Tribal checks, and Medicaid.)

Warranty

One time 1 year warranty on frames and lenses and any add-ons included in original order anti-reflective, transitions, tint, polarized coding etc.

Rush orders for eyeglasses will be completed within 5 working days.

Vendor will provide a wide selection of display eyeglass frames for patients at no additional cost

SECTION D – Schedule of deliverables/report requirements

The Contractor shall provide the Contracting Officer Representative with an invoice for certification that satisfactory services have been received in accordance with the Scope of Services in the contract.

SECTION E – Hours of Operation

Clinic service days as listed below are performed in accordance with the schedule as established by the Contracting Officer Representative (COR).

ROUTINE CLINIC HOURS:

Monday through Friday: 8:00 AM-4:30 PM.

Federal Holidays: Closed.

SECTION F – Service Location

The contractor will provide the required services to the following Albuquerque Area Indian Health Service Facility:

Jicarilla Service Unit (JSU) 500 North Mundo Rd.

Dulce, NM 87528

SECTION G – Background, history, and necessity for the proposed contract

Continuity of patient care is the primary mission of the Jicarilla Service Unit. Routine medical eye exams are provided to eliminate further damage to the eyes without corrective lenses especially for our Diabetic and elderly population.

SECTION H – ADMINISTRATIVE DATA

1. Contract Type: Fixed Firm Price

2. Period of Performance: Base year plus four option years

3. Method of Payment

a) Payment for services shall be made in arrears.

b) Invoice shall be provided monthly

c) Electronic Funds Transfer (EFT) shall be utilized as the method for processing payment.

4. Cost/Pricing

SECTION I - EVALUATION FACTORS FOR AWARD

GENERAL INFORMATION

(1) FACTORS FOR AWARD

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

a) QUALIFICATION OF PROPOSED KEY PERSONNEL The technical qualifications of the personnel who would be assigned to the contract should include their academic, professional, and technical experiences related to the contract and to the functions and duties they would perform. The proposal should include a description of each position proposed under this contract, and specify the qualifications of the person(s) to be employed. The proposal should specify the relevant background and experience of key staff for their work in areas of relevance to this contract.

b) PAST PERFORMANCE EVALUATION The Offeror will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work.

c) PRICE EVALUATION The price proposal shall be evaluated to determine the Offeror's ability to carry out its proposed technical approach and indicate that the Offeror understands the nature and extent of the work to be performed. The price evaluation will not be point scored. The total price of each contract line item shall be added together to arrive at an overall total.

The total of all options years shall be added together to arrive at an overall evaluated total, which will be evaluated for overall reasonableness of price. Offerors must include the formulas and factors used in calculation of the data.

Also, evaluating the Offeror's capability to fulfill the tasks in the SOW as well as the contractor's experience and education will be the most important. However, the Offeror should propose a blend of seasoned staff and trainable staff to provide IHS with the best blend and cost associated with the effort.

An award will be made on a best value basis; both price and other factors considered.

Offeror's proposal is found to be technically acceptable, based upon the evaluation criteria, and the Offeror is determined responsive and responsible in accordance with the terms and conditions of this solicitation.

(2) RELATIVE IMPORTANCE OF EVALUATION CRITERIA

All evaluation factors other than price, when combined, are significantly more important than price. Factor 1 is more important than Factor 2 and 3. Factors 1 and 2, when combined, are more important than price. Selection of the firm to perform this Contract will be based on IHS’ assessment of the best value to the Government.

RESPONSIBILITY

To be eligible for an award, an Offeror must be determined responsible in accordance with the standards in FAR Part 9.104.

AWARD WITHOUT DISCUSSIONS & COMPETITIVE RANGE DETERMINATIONS

The Government intends to evaluate proposals and award a contract without discussions with Offerors (except for clarifications as described in FAR 15.306(a)). Therefore, the Offeror's initial proposal should contain the Offeror's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event discussions are held, a competitive range determination will be made. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

RATING FACTORS

Evaluation of all offers will be made in accordance with the criteria outlined in this section.

Proposals will be scored as indicated hereafter. Technical evaluation factors are listed in descending order of importance. The Technical Evaluation Team will identify strengths, weaknesses, and deficiencies.

Since factors are listed in descending order of importance, as technical ratings and relative advantages and disadvantages become less distinct, difference in price between proposals are of increased importance in determining the most advantageous proposal. Conversely, as differences in price become less distinct, differences in rating and relative advantages and disadvantages between proposals are of increased importance to the determination.

The technical evaluation will be attained through a determination and analysis of strengths, weaknesses, and risks of each proposal. Technical risks will be included in the final evaluation of each factor and will not be evaluated as a separate factor. In the assessment of technical risk, the Government evaluators will consider all available information.

The following is an adjectival rating system that will be used to evaluate Offeror’s proposals:

Adjectival Rating Description Outstanding Greatly exceeds all minimum requirements of the criteria; has a high probability of success; contains no weaknesses or deficiencies

Good Exceeds all the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses and only minor correctable weaknesses exits.

Acceptable Meets all minimum requirements of the criteria; has an average probability of success; no significant weaknesses and no deficiencies.

Marginal Fails to meet one or more of the minimum requirements of the criteria;

low probability of success; major weaknesses and/or significant number of deficiencies exists.

Unacceptable Fails to meet any of the minimum requirements of the criteria; proposal needs major revisions; very low probability of success.

SECTION J - POINTS OF CONTACT

Contracting Officer Representative:

Contracting Officer’s Representative (COR) with respect to technical matters within the scope of the contractual instrument referenced is authorized to act on behalf of the Contracting Officer in all matters related to the monitoring and oversight of the technical and programmatic aspects of the contract, subject to the limitations set forth in his/her appointment.

The appointment specifically authorizes the COR to perform the following duties:

• Serve as the primary liaison between the contractor and the Contracting Officer;

• Monitor and evaluate the contractor’s performance and make timely reports of your findings to the Contracting Officer;

• Inspect and evaluate products (including reports and drafts) and services delivered by the contractor, and make recommendations to the Contracting Officer regarding their acceptability;

• Review and approve/reject contractor’s invoices (fixed-price contracts) or vouchers (cost-reimbursement type contracts);

• Monitor the contractor’s use of key personnel and notify the Contracting Officer of any changes in key personnel proposed by the contractor;

• Review the qualifications of proposed subcontractors and the appropriateness of subcontracting contract work, and make recommendations to the Contracting Officer regarding consent to the placement of subcontracts;

• Provide the contractor with, monitor the use of, and report on Government-furnished property;

• Provide technical guidance to the contractor;

• Promptly notify the Contracting Officer immediately of any:

- Actual or potential contractor performance problems;

- Action or inaction by HHS StaffDiv/OPDIV personnel that may affect the contractor’s ability to perform; and

- Inappropriate action on the part of HHS StaffDiv/OPDIV personnel regarding the contract (e.g., any action that creates a conflict of interest on the part of the contractor or causes the contractor to perform inherently governmental functions). The COR should concurrently notify the program office of any such action.

• As requested by the Contracting Officer, provide him/her with technical assistance on contract-related matters (e.g., disputes, settlements, litigation, patent and copyright issues, final payment during closeout, etc.);

• Provide timely reports on contractor performance to the Contracting Officer and other interested parties; and

• Ensure proper distribution of final products and other information resulting from the contract.

The COR does not have authorization to take any action that requires a Contracting Officer’s warrant, including:

• Changing any of the contract’s terms and conditions;

• Directing the contractor to perform work or make deliveries not specifically required under the contract;

• Waiving or relaxing, in any way, the Government’s rights regarding the Contractor’s compliance with the specifications, price, delivery or any other terms or conditions of the contract; and,

• Making any commitments or approving any actions that would create any financial obligation on the part of the Government.

Contract Administrator:

The role of the contract administrator is to assist or advise the Contracting Officer in post-award administration.

Such activities include but are not limited to the following duties:

• Processing disputes under the Disputes clause and any resultant appeals;