STATE OF MICHIGAN

Department of Technology, Management and Budget—Procurement

Vision/Eyeglasses Request for Proposal No. 200000000058

Solicitation Manager: Steve Motz Direct Phone: 517-331-6086 Email: motzs1@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Fabrication of eyeglasses and other related services through volume purchasing contract with offering the best value and service to the citizens of the State of Michigan

RFP Timeline

Proposal deadline* and Product Sample deadline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

For RFP Only

For RFP Only

Attachment 1 Confidential Treatment Form

Attachment 2 Vendor Questions Worksheet

Schedule A Statement of Work

Schedule B Pricing

The price proposal should be saved separately from all other proposal documents.

Attachment 3 Contract Terms

Attachment 4

HIPAA BAA

This will be part of the resulting Contract.

Attachment 5 Vision Volume Statistics

For RFP Only

Attachment 6 Key Personnel Resumes

Provide Resumes for all Required Key Personnel as Attachment 6.

Attachment 7 Product Samples

Attachment 8 RFP Questions

For RFP Only

PRODUCT SAMPLES. By the proposal deadline, the bidder must submit samples of all frames that the bidder proposes to furnish on the Contract as follows:

Delivery or Courier Michigan Dept. of Technology, Mgt. and Budget Central Procurement Services Constitution Hall 525 W. Allegan St.

Lansing, MI 48933-1521 U.S. Postal Service Michigan Dept. of Technology, Mgt. and Budget Central Procurement Services PO Box 30026 Lansing, MI 48909-7526

When delivering samples, the bidder should:

· Allow adequate time to allow for possible delay at State-building security checkpoints.

· Label the RFP number and bidder name on the outside of each package. If a delivery or courier service is used that prohibits markings on its package, this information should be placed on the outside of an interior package.

SAMPLE REQUIREMENTS

See Attachment 7 for additional Sample Requirements

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is the Solicitation Manager listed on the Cover Page of this RFP. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below. This has table format for questions has also been included as Attachment 8.

Although SIGMA VSS allows vendor questions to be submitted through SIGMA VSS, please submit your questions using the table provided here and/or in Attachment 8.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service -disabled veteran owned business(QVD/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

8. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

9. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in Section 6, Evaluation Process, if the State receives only one proposal.

10. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 6, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS.

11. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m., five calendar days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

12. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

13. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of [180] calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

Attachment 1

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information. Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See Section 14 of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary. The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

Attachment 1

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

Attachment 2

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

a. Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

b. Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

a. Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

b. What state was the company formed in?

c. Phone number

d. Website address

e. Number of years in business and number of employees

f. Legal business name and address of parent company, if any

g. Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

h. Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

i. Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

j. Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

k. Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

l. State your gross annual sales for the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

m. Describe partnerships and strategic relationships you think will bring significant value to the State.

n. State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service Disabled Veteran-Owned Business Program

b. To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

5. State of Michigan Experience and Prior Experience

a. Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

4. Dollar value

5. Start and end date (mm/yy – mm/yy)

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

4. Dollar value

5. Start and end date (mm/yy – mm/yy)

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

4. Dollar value

5. Start and end date (mm/yy – mm/yy)

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 6, Evaluation Process must be provided with Bidder’s proposal.

7. Michigan Economic Impact

a. Number of employees currently employed at locations within the State of Michigan

b. Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

c. Minimum wage paid to employees employed at locations within the State of Michigan

d. Average wage paid to employees employed at locations within the State of Michigan

e. Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance

7. Other

Vision/Eyeglasses Request for Proposal No. 200000000058

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The bidder must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT – FOR BIDDER’S RESPONSE BOXES THAT REQUIRE THE BIDDER TO ACKNOWLEDGE ACCEPTANCE, YOU CAN SIMPLY INDICATE “BIDDER ACKNOWLEDGES ACCEPTANCE” PER THE BELOW EXAMPLE:

Bidder’s Response: Bidder must acknowledge acceptance to all of the above:

Bidder acknowledges acceptance. E X A M P L E

BACKGROUND

In 1979, the State’s Medicaid Task Force on Cost Containment recommended that substantial savings could be achieved by the volume purchase of eyeglasses for Medicaid beneficiaries. Because of this recommendation, Michigan Public Act 110 of 1979 was passed. This legislation authorized Michigan Department of Health and Human Services (MDHHS) to contract for volume purchase of eyeglasses. Since 1980, 10 contracts have been awarded ranging in length from 18 months to five years.

Currently, there are approximately 3711 frames and 7116 lenses fabricated monthly. There is no guarantee by the State of Michigan of quantities of products to be provided or number of orders to be sent under this Contract. The Contractor will be required to provide all the products that may be ordered during the Contract period and all products must be high quality.

SCOPE

Fabrication of ophthalmic materials (frames, lenses, and other related accessories) for the provision of eyeglasses. These Items are ordered by Michigan Medicaid Providers for Beneficiaries who are Medicaid Fee-For-Service (FFS), Beneficiaries who are dually enrolled Medicare/Medicaid (FFS), Beneficiaries that are dually enrolled Medicaid/Children’s Special Health Care Services (CSHCS) FFS and CSHCS only when eligibility is related to a qualifying diagnosis. The Contractor is not required to furnish any measurement or fitting services under this Contract.

The Contractor is required to fabricate enrolled Medicaid provider’s eyeglass prescription only with approved ophthalmic frames and lenses that are then mailed/shipped back to the provider for dispensing. This contractor will include ophthalmic frames, metal and plastic. These frames are reviewed and updated as appropriate. The Contractor is required to provide sample frame kits that can be purchased at Contract prices by enrolled Medicaid providers. Various lens designs are required: single vision, bifocals, and trifocals in glass, polycarbonate, and high index plastic, as well as ophthalmic cases. All lenses and frames must meet appropriate standards set forth by the American National Standards Institute Inc. (ANSI) and the Food and Drug Administration (FDA) requirements.

The Contractor is required to maintain a quality assurance program, adherence to fabrication/delivery schedules, provide online ordering of prescriptions, maintain a beneficiary history file, fill only prescriptions that meet initial and subsequent diopter criteria, fill only prescriptions that do not exceed frequency limits, assure beneficiary eligibility, and provide various reports. Presently, over 90% of all orders are completed in three days or less, and over 90% of all orders are submitted online.

The use of information technology has afforded greater efficiency and effectiveness in implementing this cost containing volume purchase program. Compliance with Health Insurance Portability and Accountability Act (HIPAA) regulations and the State’s Medicaid Vision Manual and all Bulletins are required. At least once to twice per year an onsite audit may be conducted, with attendance of up to three State employees/agents at Contractor’s expense.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

1. Requirements

The Contractor must provide deliverables/services and staff to perform the Contract activities as set forth below:

A. System Requirements The Contractor must provide providers with the capability of submitting orders (prescriptions) online at no charge to the provider or the State. The system must be available only to Michigan Medicaid enrolled providers for all goods and services included in this Contract.

a. The system must ensure that ordering of items or services not included on the Michigan contract, or not meeting criteria as defined by State policy, are not permitted to be ordered.

b. The Contractor must provide email or online notification to the provider including: confirmation of order processing, orders unable to be processed, reason for not processing and subsequent Provider actions required.

c. The Contractor’s system must include functionality to compare the current order to the previous order and the time frame within which the last order was fabricated and shipped to the Vision Provider (herein referred to as provider). Orders meeting criteria must be processed. Orders not meeting criteria must be rejected and not processed.

d. The Contractor’s system must not allow an order to be entered when the date received exceeds 30 calendar days from the date of order.

e. The Contractor’s system must not allow an order to be entered when the beneficiary does not have eligibility.

f. Any typed orders received by mail or fax (not online) must be entered by the Contractor and processed through the Contractor’s system. The Contractor must provide written notification to the provider including: confirmation of order processing, orders unable to be processed, reason for not processing and subsequent provider actions required.

g. The Contractor’s system must allow providers to check order status.

h. The Contractor must ensure confidentiality in accordance with HIPPA requirements.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

Bidder’s Response: Bidder must provide detail regarding their system capabilities and describe how they will accomplish all System Requirements above:

B. Lenses

1. General Lens Requirements

a. The Contractor must furnish quality single vision, bifocal and trifocal impact resistant glass, plastic, polycarbonate, and high index plastic lenses. See Schedule B “Item Listing for Required Lenses” and section M, Quality Assurance.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

b. Lenses must conform to ANSI for Ophthalmic, recommendation for Prescription Ophthalmic Lenses, ANSI Z80.1-2010, or latest edition thereof, and the FDA regulations for impact resistant lenses.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

c. Lenses must be fabricated in minus cylinder form, unless the provider Specifies plus-cylinder form.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

d. There must be no additional charge for lens insertion into frames (metal or plastic).

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

e. There must be no separate charge for decentration.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

f. The Contractor must not charge an additional cost for any special base curves.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

g. There must be no additional charge for impact resistance testing.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

h. Oversized lenses are not a Medicaid benefit. A complete pair of eyeglasses must be ordered if previously used frames require oversized lenses.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

i. No charge will be permitted for “grinding prism” to attain a specific interpupillary distance (PD).

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

2. Initial Lens Prescription For the purpose of this Contract, initial lens prescriptions are the first lenses ever worn by a person regardless of how they were obtained. The following minimum diopter criteria must be met for fabrication:

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

3. Subsequent Lens Prescription Subsequent lens are medically necessary lenses provided after the initial lenses.

a. Subsequent lenses may be provided without prior authorization when there is a change in the refractive error of 0.75D or more in the meridian of greatest change, or a change in the cylinder axis of at least 10 degrees for cylinders of 1.00D or more.

b. The change need only be present in one eye.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

c. These lenses must also meet the minimum diopter criteria as specified under initial lens prescription.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

d. For all orders that meet diopter criteria for subsequent lenses but have exceeded the frequency limit for replacement lenses (as specified in the Replacement Lenses section), the Contractor must return the order form DCH 0893 to the provider for submission to the MDHHS Program Review Division (PRD) Vision Program.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

e. If the diopter change is due to a change in lens design (i.e. bifocal to single vision), the Contractor must return the order DCH 0893 to the provider for submission to the (PRD) Vision Program for possible exception to the Medicaid Vision Policy.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

f. Subsequent lens prescriptions that are more than 24 months from the most recent previous prescription are not required to meet subsequent diopter criteria but must meet the initial diopter criteria.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

4. Replacement Lenses

a. Replacement of broken or damaged lenses, without frames, is a benefit if the lenses are covered by Medicaid and the replacement limits have not been exceeded.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

b. These replacement lenses do not require PA; Vision providers must order the lenses directly from the Contractor.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

c. Replacement lenses may be provided up to one time in a year for a Beneficiary aged 21 and over and up to two times a year for a Beneficiary under the age of 21. The Contractor must not charge the State for lenses replaced due to product defect or fabrication error.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

C. Frames

a. The Contractor must provide quality frames both metal and plastic with standard and adjustable nose pads. See Schedule B.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

b. Frames must meet the ANSI for Ophthalmic, Requirements for Ophthalmic Frames, ANSI Z80.5-2010, or latest edition thereof.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

c. The Contractor must provide a variety of size, color, and design of frames. The frame selection must accommodate a wide range of choices that would appeal to the general population for all ages.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

d. The Contractor must provide a list of frames to providers available under the Contract and update this list when new frames have been approved by the PRD Vision Program Manager and added to the Contract.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

e. The Contractor must furnish sample frames to providers. Providers will be responsible for purchasing such frames directly from the Contractor. The Contractor must furnish, at the provider’s expense, in accordance with Medicaid Provider Manual Vision Policy, at the State’s Contracted price, plus shipping and postage charges.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

f. The addition of new frames to the Contract must be approved by PRD Vision Program Manager. The Contractor must provide proposed pricing of the new frame and obtain final approval through the PRD Vision Program Manager. If approved, DTMB Procurement will issue an amendment to the Contract for the addition of the new frames.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

g. Periodic frame review meetings, as determined by the PRD Vision Program Manager, will be held to review frame selection, utilization, and availability.

1) Meetings will be held at least annually, with additional meetings to occur at the discretion of the PRD Vision Program.

2) The Contractor must have new frames available, if indicated, for State review at these meetings.

3) The Contractor must provide data analysis of frame utilization patterns by age group and style.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

h. The Contractor must provide the PRD Vision Program Manager a list of manufacturers, supplies and frames used during the Contract period as well as a sample of each frame style at no charge to the State.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

i. The Contractor must not insert lenses into frames that are not specifically available under this Contract, unless prior authorized by the PRD Vision Program.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

j. Frames excluded from Medicaid coverage include, but are not limited to, wireless and semi-wireless frames.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

k. The Contractor must provide a brochure of frames available through the Contract. The brochure must include a list and pictures of all the currently available State-approved frames. The brochure must be available to providers online.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

D. Frame Replacement and Substitution

a. If, during the period of this Contract, any Contract frame(s) is/are discontinued, the Contractor must select replacements of equal quality for consideration and approval by the PRD Vision Program Manager. The final selection will be at the discretion of MDHHS. If approved, DTMB Procurement will issue an amendment to the Contract

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

b. If, during this Contract, a frame or frames are not available from the manufacturer and the Contractor cannot obtain the frame(s), which results in Contractor becoming non-compliant with the fabrication time schedules as specified in this Contract, the Contractor may substitute a frame(s) of equal quality, if all the following are met:

1) The Contractor has received written approval from the PRD Vision Program Manager for the substitute frame.

2) The provider has obtained and documented approval from the Beneficiary for the substitution.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

c. If a frame is on backorder from the manufacturer, the Contractor must notify each provider who has ordered the frame of the delay and approximate time for delivery.

1) The Contractor must suggest an alternate frame, when available.

2) The provider will notify the Beneficiary of the delay, approximate time for delivery, and suggest an alternate frame when available; the provider will notify the Contractor of the Beneficiary’s decision.

3) The Contractor must document a notation of the Beneficiary’s decision on the order.

4) If a Provider agrees to wait for the frame, the Contractor must document the date of contact and the provider’s approval for audit purposes.

5) The Contractor must notify the PRD Vision Program Manager of backorders as they occur.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

Bidder’s Response: Bidder must describe their backorder process:

d. Replacement of a complete frame (front and temples) is a Medicaid benefit only when the original frame is broken beyond repair, the prescription lenses remain usable, and the replacement limits have not been exceeded.

1) The replacement frame must be an identical replacement. If an identical frame is no longer available under this Contract, the beneficiary must select a frame that is a covered benefit.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

2) The Contractor bills Medicaid for the complete frame. The provider inserts the lenses into the frame and bills Medicaid for the dispensing service.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

E. Corrective/Protective Lenses and Frames The Contractor must provide corrective/protective lenses and frames when required medically. These must meet the American National Standard Occupational and Education Personal Eye and Face Protection Devices, ANSI Z87.1-2010, or latest edition thereof. See Schedule B.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

F. Eyeglass Case Provision The Contractor must provide one eyeglass case for every complete pair of glasses ordered, as a Medicaid benefit.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

G. Inventory Management

a. The Contractor must maintain an adequate supply of frames and lenses to meet the fabrication times required under this Contract for State of Michigan orders.

b. The Contractor must maintain a fill rate of 99% on frames and 100% on lenses.

c. The Contractor must maintain a 45-day supply of frames in-house.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

Bidder’s Response: Bidder must describe how they will accomplish the Inventory Management requirements above:

H. Eligibility Verification

a. The Contractor must verify that the Beneficiary is eligible for Medicaid FFS and/or CSHCS FFS on the Date of Order specified on the DCH 0893 for all orders received no more than 30 days after the Date of Order or approval by the PRD Vision Program. The Contractor must verify real-time eligibility using a State approved automated system.

b. The Contractor must not service any order for which the Beneficiary is not eligible for Medicaid FFS and/or CSHCS FFS on the Date of Order specified on the DCH 0893. The Contractor must return such orders to the provider and advise the provider accordingly.

Bidder’s Response: Bidder must acknowledge acceptance to all the above:

Bidder’s Response: Bidder must identify what system they will use to verify beneficiary eligibility and describe how they will do so:

c. The Contractor must process…