RFQ_250021__Prescription_Safety_Eyewear_Program.pdf

September 29, 2025

Gentlemen/Ladies:

SUBJECT: REQUEST FOR QUOTATION (RFQ) 250021

“Prescription Safety Eyewear Program”

The Orange County Transportation Authority (OCTA) requests quotes from authorized firms to provide Prescription Safety Eyewear on an as-needed basis, with no guaranteed usage for a five (5)-year term, effective December 1, 2025 through November 30, 2030. The budget for this effort is $26,250.

Please note that by submitting a Quote, Firm certifies that it is not subject to any Ukraine/Russia-related economic sanctions imposed by the State of California or the United States Government including, but not limited to, Presidential Executive Order Nos. 13660, 13661, 13662, 13685, and 14065.

Any individual or entity that is the subject of any Ukraine/Russia-related economic sanction is not eligible to submit a Quote. In submitting a Quote, all Firms agree to comply with all economic sanctions imposed by the State or U.S. Government.

All firms must be authorized resellers and providers of the items listed. The winning firm will be required to provide proof they meet the requirements of the American National Standards Institute (ANSI) standard ANSI Z87.1-2015. The safety glasses shall be of impact resistant polycarbonate material and equipped with permanently affixed side shields. Unauthorized quotes will be deemed "Non- Responsive" and will not be considered for award. Firms submitting an alternative manufacturer, model, or part number shall result in a “No Bid” and will not be considered for award. Any award as a result of this RFQ will be awarded to the lowest responsive and responsible firm and shall be on a lump sum basis, in accordance with the requirements in this RFQ.

Firms should be aware that an award may be made without further discussion. The successful Firm will be required to comply with all applicable Equal Employment Opportunity Laws and Regulations.

If you have any questions, I can be reached at dfernandez1@octa.net.

Desiree Fernandez

Desiree Fernandez Associate Buyer Contracts Administration and Materials Management mailto:dfernandez1@octa.net

Enclosures:

Exhibit A- Scope of Work Exhibit B – Price Summary Sheet Exhibit C – OCTA General Provisions

RFQ 250021

EXHIBIT A

SCOPE OF WORK

Prescription Safety Eyewear Program

1. GENERAL REQUIREMENTS

Firm shall provide prescription safety eyewear to designated Orange County Transportation Authority (Authority) employees on an as-needed basis with no guarantee of usage. This voluntary program is intended to provide eligible employees with one (1) pair of impact- resistant safety glasses every twenty-four (24)-months. Prescription safety glasses must meet the requirements of the American National Standards Institute (ANSI) standard ANSI Z87.1-2015.

The safety glasses shall be of impact resistant polycarbonate material and equipped with permanently affixed side shields.

The program has been designed so the Authority can provide payment for a quality pair of safety glasses for those included in the program. Eligible employees include all represented maintenance and facilities personnel, their immediate supervisors, and other employees where prescription safety glasses are necessary personal protective equipment. Firm shall provide an accessible network of optometrists or dispensing representatives, to ensure convenient service to Authority employees. The Authority anticipates that approximately one hundred seventy-five

(175) employees will be eligible for the program; however, all eligible employees may not participate in the program, as some employees may not require prescription lenses.

The Authority will cover the cost of the safety glasses that are to include the following:

• Dispensing fees;

• Base range selection of available lenses to choose from;

• Full line of multi-focal lenses (single vision, bifocal, trifocal, progressive);

• Permanent side shields;

• Photo-chromatic/Transitional lenses;

• Tint – solid or gradient (Not authorized unless approved by the Health, Safety, and Environmental Compliance (HSEC) Department);

• Delivered within two (2) weeks of order;

• Warranty; and

• Meets ANSI Z87.1-2015 standards

Employees are responsible for the cost of the eye exam (obtained through their medical benefits) and will provide prescriptions that are not older than one (1) year from the time of order of the prescription safety glasses.

Prior to visiting a dispensing representative, employees shall seek eligibility verification, first by contacting the base Office Specialist, who will contact the HSEC Department for approval. The Firm’s Order Form will then be submitted to Base Management for approval.

Firm shall provide eligible employees a selection of a minimum of six (6) agreed upon basic frame options including non-conductive frames suitable for high-voltage electrical work.

Employees are responsible for the cost of any additional options to the basic frames. Additional

EXHIBIT A

options must be authorized by the HSEC Department.

Firm’s dispensing representative shall discuss with the employee the available options, provide examples of the frame from which to select, complete the required paperwork, and answer questions. If the employee selects upgrade options beyond the basic agreed upon frames and lenses, the dispensing representative shall be paid by the employee.

The employee will visit the Firm’s dispensing representative a second time for prescription pick-up and the dispensing representative shall inspect the prescription for accuracy and properly fit the eyewear on the employee.

2. LICENSING AND CERTIFICATION

Firm’s dispensing representative shall be licensed and certified in accordance with the American Board of Opticianry (ABO) and the State of California licensing and certification requirements.

EXHIBIT B

PRICE SUMMARY SHEET

1. Quote Instruction: To submit a Quote, firms must complete Section 3, Pricing Proposal, in its entirety by electronically entering the Unit Price for each line item directly into the OpenGov system. All required fields must be filled in. Incomplete entries may result in the quote being deemed non-responsive.

2. Prices are firm-fixed unit price for the Prescription Eyewear Safety Program in Exhibit A, Scope of Work. Lenses must meet ANSI Z87.1-2015 standards.

EXHIBIT C

ORANGE COUNTY TRANSPORTATION AUTHORITY - GENERAL PROVISIONS

1. INSPECTION AND ACCEPTANCE - All items are subject to final inspection and acceptance by

AUTHORITY at destination notwithstanding any payment, passage of title, or prior inspection or test at SELLER’s facilities. Final inspection will be made within a reasonable time after receipt of items hereunder. SELLER shall notify AUTHORITY of any known nonconforming product that is expected to be delivered or has been delivered. AUTHORITY shall have authority to approve, or refuse identified nonconforming product. Defective goods may be returned at SELLER’s expense.

2. CHANGES - By written notice or order, AUTHORITY may, from time to time, order work suspension and/or make changes in quantities, drawings, designs, specifications, place of delivery or delivery schedules, methods of shipment and packaging, and property and services furnished by SELLER. If any such change causes an increase or decrease in the price of this agreement or in the time required for its performance, SELLER or AUTHORITY shall promptly notify the other party thereof and assert its claim for adjustment within thirty (30) days after the change is ordered, and an equitable adjustment shall be made. However, nothing herein shall excuse SELLER from proceeding immediately with the agreement as changed.

3. DEFAULT AND EXCESS REPROCUREMENT LIABILITY - AUTHORITY may terminate this agreement if a federal or state proceeding for the relief of debtors is undertaken by or against SELLER, or if SELLER makes an assignment for the benefit of creditors, or if SELLER fails after reasonable notice by AUTHORITY to cure a deficiency in performance or lack of progress thereto. AUTHORITY shall have such additional remedies as may be available whether or not it so terminates this agreement, including, but not limited to, payment by SELLER to AUTHORITY of expenses incurred by AUTHORITY in reprocuring elsewhere the same or similar items or services defaulted by SELLER hereunder, provided SELLER’s reprocurement expenses obligation shall be limited to the excess costs above the price specified herein for such items or services.

4. INDEMNIFICATION - SELLER shall indemnify, defend, and hold harmless AUTHORITY from and against any and all claims (including attorneys’ fees and reasonable expenses for litigation or settlement) for any loss, damage, claim, or harm for bodily injuries, including death or damage to property caused by SELLER or its employees, subcontractors, or suppliers in connection with the performance of this agreement.

5. ASSIGNMENTS AND SUBCONTRACTS - Neither this agreement nor any interest herein nor claim hereunder may be assigned by SELLER, either voluntarily or by operation of law, nor may all or substantially all of the agreement be subcontracted by SELLER without AUTHORITY’s prior written consent. AUTHORITY’s withholding of consent shall not be deemed to relieve SELLER of its obligations to comply fully with the requirements hereof.

6. FEDERAL, STATE, AND LOCAL LAWS - SELLER warrants that, in the performance of this agreement, it shall comply with all applicable Federal, State and local laws and ordinances and all lawful orders, rules and regulations thereunder.

7. INFRINGEMENT INDEMNITY - In lieu of any other warranty by AUTHORITY or SELLER against infringement, statutory or otherwise, it is agreed that SELLER shall defend, at its expense, any claim or suit against AUTHORITY based on a claim that any item furnished under this agreement or the normal use or sale thereof infringes any United States Letters patent or copyright, and SELLER shall pay all costs and damages finally awarded in any such suit or claim, provided that SELLER is notified in writing of the suit or claim and given authority, information, assistance at SELLER’s expense for the defense of same. If the use or sale of said item is enjoined as a result of such suit, SELLER, at no expense to AUTHORITY, shall obtain for AUTHORITY the right to use and sell said item, or shall substitute an equivalent item acceptable to AUTHORITY, and extend this patent indemnity hereto.

8. TITLE AND RISK OF LOSS - Unless otherwise provided in this agreement, SELLER shall have title to and bear the risk of any loss of or damage to the items purchased hereunder until they are delivered in conformity with this agreement at the F.O.B. point specified herein, and upon such delivery, title shall pass from SELLER, and SELLER’s responsibility for loss or damage shall cease, except for loss or damage resulting from SELLER’s negligence. Passing of title upon such delivery shall not constitute acceptance of the item by AUTHORITY.

9. NOTICE OF LABOR DISPUTE - Whenever SELLER has knowledge that any actual or potential labor dispute may delay this agreement, SELLER shall immediately notify and submit all relevant information to AUTHORITY. SELLER shall insert the substance of this entire clause in any subcontract hereunder as to which a labor dispute may delay this agreement. However, any subcontractor need give notice and information only to its next higher-tier subcontractor.

10. EQUAL EMPLOYMENT OPPORTUNITY - In connection with the execution of this agreement, the

SELLER shall not discriminate against any employee or applicant because of race, religion, color, sex or national origin. The SELLER shall take affirmative action to ensure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex or national origin. Such actions shall include pay, or other forms of compensation and selection for training, including apprenticeship.

11. TERMINATION FOR CONVENIENCE - AUTHORITY may terminate this agreement for its convenience at any time, in whole or in part, by giving written notice to SELLER of such termination, effective on the date of such notice. Upon receipt of said notice, SELLER shall immediately take action not to incur any further obligations, costs, or expenses, except as may be reasonably necessary to terminate its activities.

AUTHORITY shall pay SELLER its allowable costs incurred to date of termination and those costs determined by AUTHORITY to be reasonably necessary to effect such termination. All finished or unfinished documents and other materials procured or produced by SELLER hereunder shall, at the option of AUTHORITY, become AUTHORITY property upon the date of such termination.

12. AUDIT AND INSPECTION OF RECORDS - SELLER shall provide AUTHORITY such access to SELLER’s books, records, and facilities as may be deemed necessary to examine, audit, and inspect all work data, documents, and activities related to the goods or services described herein. SELLER shall maintain such books, records, data and documents on a generally accepted accounting basis and shall clearly identify and make such items readily accessible to such parties during SELLER’s performance hereunder and for a period of four (4) years from the date of final payment by AUTHORITY hereunder.

13. TIME IS OF THE ESSENCE - Time is of the essence in the performance of this agreement. SELLER’s delivery of the items and related data and/or documentation and/or performance of required services in accordance with the schedule are a material requirement of this agreement.

14. WARRANTY - SELLER warrants to AUTHORITY, its successors and customers that all items furnished to AUTHORITY will be free from defects in material and workmanship, will conform to applicable drawings, designs, specifications and samples, will meet all functional and performance requirements and, to the extent this order calls for services to be performed, that such services will be free from defects in workmanship, will meet all of the requirements of this agreement and will be performed to the highest standards of workmanship in the industry. These warranties are in addition to all other warranties, express, implied or statutory. In addition, the warranties set forth in this section shall survive any inspection, delivery, acceptance or payment by AUTHORITY.

15. FORCE MAJEURE - Either party shall be excused from performing its obligations under this agreement during the time and to the extent that it is prevented from performing by an unforeseeable cause beyond its control, including but not limited to: any incidence of fire, flood; acts of God; commandeering of material, products, plants or facilities by the federal, state or local government; national fuel shortage; or a material act or omission by the other party; when satisfactory evidence of such cause is presented to the other party, and provided further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or negligence of the party not performing.

16. GOVERNING LAW - The laws of the State of California and applicable local and federal laws, regulations and guidelines shall govern this agreement.

17. SEVERABILITY - If any term, provision, covenant or condition of this agreement is held to be invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction, the remainder of this agreement shall not be affected thereby, and each term, provision, covenant or condition of this agreement shall be valid and enforceable to the fullest extent permitted by law.

18. NOTICES - All notices hereunder and communications regarding the interpretation of the terms of this agreement, or changes thereto, shall be affected by delivery of said notices in person or by depositing said notices in the U.S. mail, registered or certified mail, return receipt requested, postage prepaid to the addresses set forth in the agreement.

19. COMPLETE AGREEMENT - This agreement, the purchase order, and any attachments thereto or referenced therein, constitute the complete and exclusive statement of the term(s) and condition(s) of this agreement between SELLER and AUTHORITY and supersede all prior representations, understandings, and communications.