SOW - Pawnee Eyeglass.pdf.docx

STATEMENT OF WORK – EYE GLASS PROGRAM

SEPTEMBER 2021

I. Background:

As part of the Pawnee Indian Health Clinic’s (PIHC) efforts to increase access to care, the Optometry Department operates an Eye Glass Program for patients receiving care within our facility. This value added service provides approximately 3,300 pair of eyeglasses per year through the program. Furthermore, the breakdown of lens types are as follows: progressive 50%, flat-top 13%, tri-focal 1%, and single vision 36%. Lens materials break down at CR-39 10%, polycarbonate 80% and Hi-Index 10% of all orders.

II. General:

a. This Statement of Work describes the requirement for the Eye Glasses program to be provided to the Pawnee Indian Health Center 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 lenses to include scratch resistant coatings on all lenses and a 1 year warranty on frames and lenses at no additional charge.

b. Contractor shall supply up to 500 frames for display in the eye clinic and shall be updated periodically 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 a variety of frames with larger width and length dimensions.

c. Contractor should be prepared to supply additional frame displays as needed.

d. Contractor shall supply an appropriate sized case for each pair of glasses.

e. Contractor shall provide tint, solid or gradient, at no additional charge.

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

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

h. Contractor shall provide an online ordering website/portal for placement of orders. Such website shall have in place SSL protocol, encryption, fraud monitoring and other industry standard software to ensure secure transfer of credit care information and our patients’ protected identifiable information (HIPAA).

i. Contractor shall have a process in place to accept checks from Tribal Nations on behalf of customers.

j. 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.

k. Contractor shall inspect final lenses to ensure lenses correctly match 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

The Contractor shall be required to provide an additional, courtesy copy to the Pawnee Indian health Center Optometry Department.

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:

David L. Doss O.D.

Pawnee Indian Health Center 1201 Heritage Circle Pawnee, OK 74058

(918) 361-2652 david.doss@ihs.gov