Wewoka IHS - eyeglasses and lenses

1. PURPOSE OF THE PROJECT
The Oklahoma City Area Office (OCA), Indian Health Services (IHS) has a requirement for Optical 
lens, Frames, and other items for Wewoka Indian Health Center.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS
The contractor shall provide Optical lens, Frames, and other items for the Wewoka Indian Health 
Center Optometry Department.

3. PERIOD OF PERFORMANCE
The period of performance will be for five (5) years beginning May 08, 2026 through May 07, 2031.

4. LEVEL OF EFFORT
Frames:
Contractor shall provide on consignment a variety of mid-range priced metal and zyl frames consisting of approximately 20 unisex, 80 women’s, 70 men’s and 30 children’s to include some non-allergen materials, wide width and titanium frames.
Contractor shall provide table top displays for clips and/or demo lenses.
Contractor shall update frame inventory at no charge, every six (6) months. This includes contractor representative removing discontinued frames from inventory and replacing them in a timely manner. The center maintains full frame discretion.

All frames shall include a 1-year warranty based on industry standards. This should include remounting and/or inserting lenses at no extra charge.

Payment of frames and/or lenses shall also include 3rd party payments by money order, credit/debit card and tribal funds. Site does not have the ability to use cloud-based payment systems for credit cards unless a QR code is provided for patients to use directly.

Frames should include designer options such as Ray Ban, Native Vision (or other Native American style frames), Michael Kors, Kate Spade and Vari.
If any products are discontinued and/or unavailable, then submit equivalent item. Lenses:
Lenses shall include plastic, polycarbonate, high index and glass materials in traditional and digital manufacturing and should include safety thickness.

Tinted lenses shall include both solid and gradient options in addition to plastic and glass Transition. Products should not be generic and should be up to WIHC Optometry standards.

Lenses should be Essilor or Varilux lenses to reduce number of rejected/non-adapt lens issues.
Lenses shall include scratch resistant coatings with 1 year warranty.

Lens prescription changes shall be provided at no additional charge within 90 days of the original order. No high sphere, cylinder, or oversize blank charges.
If any products are discontinued and/or unavailable, then submit equivalent item.

Other Items:
Order forms and pre-paid shipping labels shall be provided by the contractor. Orders may be made by mail, telephone or electronic means.

Completed spectacles shall be returned to Wewoka IHS clinic within 7-10 days of the order date.
Patients may provide a personal frame; the contractor may refuse to use said frame. Contractor not liable for damage to personal frame.
Complementary hard and soft cases shall be provided.
Must provide samples of lens tints, clips and accessories offered.
The contractor shall provide Fabrication of Eyeglasses services for the Wewoka Indian Health Center Optometry Department. To provide as follows:
Tasks:
Shall provide fabrication of eyeglasses, frames and lenses, at a range price levels, including economy pricing.

Shall include the provision of a sample frame kit if necessary, and frame catalogs listing all sizes and colors of each frame.

A representative shall visit at least annually to assure our staff are updated on new products, policies, and maintain open communication. If unable, shall visit virtually and shall schedule accordingly with the Chief of Optometry.
Product Quality:
Type of Lens: single vision, bifocal, trifocal, progressive and aspheric lenses on corrected curve, white or tinted lenses, glass impact resistant or plastic, mounted in approved type frames.

Unless otherwise specified, lenses, material, powers and workmanship shall be in accordance with the American National Standards Institute, ANSI Z80.3-2009. All glass ophthalmic lenses, with the exception of glass safety lenses will be chemically strengthened to comply with FDA regulation 21 CFR, Parts 3 and 4, for impact resistance, unless specified otherwise by the prescriber. Except for physical characteristics of the material used, plastic lenses furnished will conform to the performance specifications for corrected curve lenses made of class and the ANSI Z80.3-2009 standard. Such plastic lenses shall be made from hard resin plastic. Safety eyewear will comply  with ANSI Z87.1-2010 standards. Safety lenses will be edged with safety approved bevel, etched with lab identifier code on upper outside corner, heat hardened and drop ball tested when applicable.

Guarantee:
Frames and lenses breakage and scratches (considering normal wear and tear) will be replaced at least one time within one year from date order was shipped.
Normal wear and tear are considered the following:
o Lenses edged into rimless style frame, drilled or grooved, are not cover under warranty unless Polycarbonate or Trivex material is used.
o Frames or lens damage that is due to normal wear (such as abuse or bite marks)
Eye glass frames shall be in accordance with the American National Standards Institute, ANSI/ISO 7998/8624/12870-Optics set standard which ANSI has approved as an American National Standard.
REDO’s and REFUND’S
At minimum, Contractor shall agree to the following standards:
Lab errors shall be made over at no charge within 90 days of the ship-date. Rx changes within 90 days of original ship-date are no charge (one-time).

Upgrades on lenses within 60 days of original order shall be offered with at minimum a 50% discount. Non-Adapt redo for progressive lenses shall be offered at no charge within 90 days of ship-date.
Downgrades (transitional to clear lenses) or same-price changes shall be offered within 90 days of original ship-date.

Frames may be exchanged if in like-new condition.

4.2. The contractor shall be responsible for all labor, materials, travel costs and associated expenses necessary to fulfill contract agreements to and from the Wewoka Indian Health Center.