SOW - Clinton eyeglass program.doc.docx

SCOPE OF WORK – EYE GLASS PROGRAM

I. Background:

The Clinton Service Unit (CSU) is comprised of three ambulatory clinics including the Clinton Indian Health Center (CIHC), El Reno Indian Health Center and Watonga Indian Health Center. As part of the CIHC’s efforts to increase access to care, the Optometry Department operates an Eye Glass Program for patient’s receiving care within the service unit. This value added service, established in 2012, provides approximately 3,300 pair of eyeglasses per year through the program. Furthermore, progressive, flat-top, and tri-focal lenses account for approximately 60% of prescriptions, single vision at approximately 30%, and Hi-Index at approximately 10% of all orders.

II. General:

a. This Scope of Work describes the requirement for the Eye Glasses program to be provided to the Clinton Indian Health Optometry Department.

b. Work is to be performed off site at the contractor’s laboratory.

c. The contractor is fully responsible for verifying and validating all information contained within this scope.

d. All work shall conform to, and comply with, the latest edition/version of ALL applicable federal, state, and local laws, rules, regulations, codes, and standards.

III. Responsibilities:

a. Contractor shall provide spectacle frames and lens to include scratch resistant coatings on all plastic lens and a 1 year warranty on frame and lens at no additional charge.

b. Contractor shall supply up to 500 frames for display in the eye clinic(s). Selection of such frames shall be at the discretion of the Optometry Department upon review of contractor’s frame catalog and shall be updated at no charge. Additional frames shall be provided at no charge if needed. Frames for display shall include a variety of mid-range cost frames suitable for men, women, children, sports recreational specs, OSHA safety, and unisex. The contractor should also be able to provide Extra-Large frames.

c. Lenses shall be fabricated to the exact specifications provided by the prescription received from the Optometry Department.

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

e. All frames and lens shall include a 1 year warranty based on industry standards.

f. Contractor shall provide an online ordering website/portal for placement of orders.

g. Completed frame and lens orders shall be delivered by mail with shipment tracking to the Optometry Department within 7 business days from the order date. The contractor shall notify the Optometry Department of any unexpected delays.

h. Contractor shall inspect final lens to ensure lens correctly matches accompanying prescription order.

IV. Period of Performance: The contract term shall be for 5 years (contract base plus four option years).

V. Contractor Qualification Requirements: Contractor shall be certified laboratory with the ability to complete the requirements set forth within this scope.

VI. Rates of Payment:

Contracted rates shall be established at an all-inclusive rate (including shipping and handling) for the following:

a. Single vision lenses (monovision) with plastic, polycarb or Hi-Index (no transitions)

b. Biofocal lenses with either line or no line (progressive) with plastic, polycarb or Hi-Index (no transitions)

c. There shall be no additional charge to the package pricing for oversize, high powers or prisms.

All invoices are to be totaled and completed monthly as identified in sections VII of this Scope of Work. The contractor should also be able to provide 2 or more separate lines of accounting for separate sources of funding.

VII. Government Furnished Information, Property and Services:

The government shall provide display casework for frame display.

VIII. Invoicing Requirements

The Contractor shall be required to provide an original invoice to the Oklahoma City Area Indian Health Service, Division of Financial Management, 701 Market Center Drive, OKC, 73114.

Each invoice needs submitted monthly, via secure-email (provided) and contain the following:

a. Patient name

b. Order number

c. Order cost

d. Order date

e. Account number

IX. Point of Contacts:

Contracting:

Edson Yellowfish, Contract Specialist 701 Market Drive Oklahoma City, OK 73114

(405) 951-3888 Edson.Yellowfish@ihs.gov

Optometry Department Supervisor:

Dr. Matt Geiger O.D.

Clinton Indian Health Center 10321 N. 2274 Rd Clinton, OK 73601

(580) 331-3413 matthew.geiger@ihs.gov