SOW Diabetes Eyeglass Program Signed.pdf

Department of Health and Human Services

Indian Health Service

Statement of Work (SOW)

Diabetes Eyeglass Program

1. PURPOSE OF THE PROJECT

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The purpose of this Statement of Work is to acquire spectacle frames and lens fabrication services for the

Lawton Service Unit. As part of efforts to increase access to care, the Special Diabetes Program, in collaboration with the Optometry Department, operates an Eyeglass Program for diabetic patients receiving care within the service unit. These services are necessary to support and supplement health care provided to our patients.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall provide spectacle frames and fabricate lenses to the exact specifications provided by prescriptions from the Lawton Service Unit Optometry Department.

2.2. The contractor shall be fully responsible for verifying and validating all information and must conform to the latest edition of all applicable federal, state, and local laws, rules, and standards.

2.3. The contractor shall provide and maintain an online ordering website/portal for submitting prescription orders.

2.4. The contractor shall inspect each final lens to ensure it correctly matches the accompanying prescription before shipment.

2.5. All plastic lenses provided must include scratch-resistant coatings at no additional charge.

2.6. The contractor shall provide a one-year warranty on both the frame and lenses, based on industry standards, at no additional charge.

2.7. The contractor shall accommodate lens prescription changes at no additional charge within 90 days of the original order.

2.8. The contractor shall provide all-inclusive pricing. There shall be no additional charge for oversize lenses, high powers, or prisms. The pricing structure will be as follows:

2.8.1. RATE 1: An all-inclusive rate for frames, shipping, and handling for:

2.8.1.1. Single vision (monovision) with plastic, polycarbonate (children, elderly, or visually impaired), without transition.

2.8.1.2. Bifocal with line.

2.8.1.3. Trifocal with line.

2.8.2. RATE 2: A separate all-inclusive rate for no-line bifocal lenses (progressives), including the frame, shipping, and handling.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award.

4. LEVEL OF EFFORT

4.1. The contractor shall supply 50 spectacle frames for display to each of the following locations: Anadarko

Indian Health Center, Carnegie Indian Health Center, and Lawton Indian Hospital.

4.2. The frame selection will be at the discretion of the Optometry Department based on the contractor's catalog and shall include a variety of mid-range styles for men, women, and children. Display frames shall be updated at no charge.

4.3. The contractor shall deliver completed frame and lens orders by mail within 10 calendar days of order receipt to the proper location.

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. - (Security Clearance for on-site human services)

5.2. The USPHS Lawton Service Unit 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 Lawton Service Unit 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 Lawton

Service Unit. 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: Completed frame and lens orders shall be delivered with tracking information to the locations listed below. The contractor shall notify the Optometry Department of any unexpected delays.

6.1.1. Anadarko Indian Health Center, 201 E Parker McKenzie Dr, Anadarko, OK 73005

6.1.2. Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd, Lawton, OK 73507

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. Government Point of Contact:

Randy Cox

Optometry Department Supervisor

580-354-5460 randy.cox@ihs.gov

Julie Miller

Diabetes Department Supervisor

580-354-5639 julie.miller2@ihs.gov

6.5. Personnel Qualifications:

6.6. Contractor shall be a certified laboratory with the ability to complete the requirements set forth within this scope.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. IAW FAR Part 52.245-1, The Government shall supply the facilities, supplies and the equipment of the

Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.

mailto:randy.cox@ihs.gov mailto:julie.miller2@ihs.gov

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, to include but not limited to:

8.1.1. A certified laboratory for off-site work.

8.1.2. Spectacle frames and lenses.

8.1.3. An online ordering portal.

8.1.4. All materials required for shipping and delivery.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. 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

Inspection and Acceptance: All delivered eyeglasses will be inspected by the Lawton Service Unit Optometry

Department staff upon receipt.

Performance Standard: Final products must meet the tolerance standards set forth in the American National

Standards Institute (ANSI) Z80.1, or the most current edition, for prescription ophthalmic lenses.

Acceptance Criteria: The Government reserves the right to reject any and all products that do not meet the specified ANSI standard or the prescription requirements. Formal acceptance will occur once eyeglasses have been verified and deemed compliant by the Optometry staff.

3/31/2026

X Randy Cox

Randy Cox

Optometry Department Supervisor

Signed by: PIV

X Julie Miller

Diabetes Department Supervisor