SOW Optos 2026.pdf

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW) Daytona System Service Agreement

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU), Indian Health Services (IHS) has a need for renewal of the optometry service contract for the Daytona Contractor cameras at all three CSU locations including Clinton Indian Health Center, El Reno Indian Health Center and Watonga Indian Health Center. CSU requests this service agreement specifically due to all cameras needing extended coverage on their agreement to prevent delays in patient care within the Optometry Departments.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide a service agreement for all three individual Daytona Optos Cameras at Clinton, El Reno and Watonga sites including:

2.1. Schedule of Services:

2.1.1. Service Visit: Contractor will provide on-site Emergency and Planned Maintenance support during the term of the Agreement. At each planned maintenance visit, Contractor will perform all planned maintenance per Optos System Service Manual. At each Emergency Service event, Contractor will repair the system including parts as required to a fully functioning state.

2.1.2. Service Hours: During the term of this Agreement, Contractor will provide service visits between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding Contractor Holidays, at no charge. Contractor shall provide an on-site technician within 48 hours.

2.1.3. Parts, Labor, Travel and Living, and Operating Software: Parts, Labor, Travel and Living Expense and Contractor Software are covered by this Agreement. Contractor will provide parts and operating software installations necessary to service and maintain Daytona AF systems and equipment.

2.2. Contractor MUST be able to provide letter of consent from Optos stating services are authorized for Contractor Business to provide services with most current date.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months plus 4 option years from date of award.

Base plus an additional four (4) option years Base year: 04/01/2026 – 03/31/2027

Option year 1: 04/01/2027 – 03/31/2028 Option year 2: 04/01/2028 – 03/31/2029

Option year 3: 04/01/2029 – 03/31/2030 Option year 4: 04/01/2030 – 03/31/2031

4. LEVEL OF EFFORT

4.1. The contractor shall provide preventative maintenance service including parts and labor on all three Daytona AF System devices at the Clinton, El Reno and Watonga sites.

4.2. The contractor shall provide at minimum 24-hour notice to the Government designee of any onsite visits to allow the Optometry department to make any patient schedule arrangements as necessary.

4.3. Contractor must be available to service Daytona AF system and equipment in rural western Oklahoma.

4.4. The contractor shall not provide parts, labor and software to contribute to additional functionality to the Daytona AF without providing such in writing to the Contracting Officer and Program office which then must be agreed upon by all parties.

4.5. Training: Contractor shall provide training to the Optometry/Government designee and Biomedical staff when necessary.

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 the front desk of each site.

5.2. The US PHS Clinton Indian Health Center 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 is performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Indian Health Center 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 Clinton Indian Health Center. 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: The contractor will coordinate the scheduled onsite visit date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. Dock access is available at the Clinton site only. Due to limited access of a loading dock, should any deliveries need such, the Contractor shall provide delivery necessities for any offloading deliveries incurring no additional cost to the government. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:00 pm. Driver needs a valid ID.

6.1.1. Location information is as follows:

6.1.1.1. Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

6.1.1.2. El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

6.1.1.3. Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

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. Any Emergent phone support initiated by Government designee outside the Contractor Center Hours of 7:30am to 7:30 pm EST, shall be first mentioned to the contracting officer and government finance designee for awareness.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply Contractor accessibility to Daytona AF devices at all three CSU locations as agreed to per schedule between the Contractor and government designated official.

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: Parts, tools, etc. to perform maintenance service.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

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 – ELEMENTS MUST BE RELEVANT TO YOUR CONTRACT!

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

Quality Control met and provided when required ☐YES ☐NO ☐N/A

Quality Improvement information provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the Need”. ☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

Comments:

Department Supervisor Signature: _______________________________

Administrative Officer Signature: _______________________________