Great Plains Area Wide - Optical Fabrication Services - Indian Health Service

Sources Sought: Optical Fabrication Services for the Great Plains Area Indian Health Care Facilities and Health Care centers.

Sources Sought Notice Number: IHS1520824

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE) or Indian Economic Enterprises (IEE)

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 339115, Ophthalmic Good Manufacturing.

1. BACKGROUND

The Mission of the Great Plains Indian Health Service is to provide the best possible healthcare services to American Indian/Alaska Natives of the reservations encompassing the Great Plains Area (GPA). To meet this mission and increase access to care, the federal service units under the Great Plains Area Indian Health Service (GPAIHS) operate an Optical Fabrication Program for patients receiving care within our facilities.

The GPAIHS anticipates awarding a blanket purchase agreement (BPA) contract on a firm fixed unit price basis from this solicitation. Under this agreement, the contractor shall provide a complete pair of prescription eyeglasses at the firm- fixed prices specified in a fixed pricing schedule. The price for a single pair of prescription eyeglasses shall be all inclusive and include all parts, materials (lenses, lens treatments), frames, fabrication, labor, eyeglass case, shipping, and manufacturing services required per pair.

2.1       OBJECTIVE

The primary objective of this project is to provide optical lenses, frames and accessories for all federal service units in the Great Plains Area Indian Health Service.

1. SCOPE

Location

Each Great Plains Area location below.

• Pine Ridge Service Unit (includes Pine Ridge Hospital, Wanblee Health Station, Kyle Health Center, Lacreek District Clinic, Manderson Health Station)
• Cheyenne River Service Unit (includes Eagle Butte Hospital)
• Standing Rock Service Unit (includes (Fort Yates hospital, Bullhead Health Station, Cannonball Health Station, Wakpala Health Station, McLaughlin Health Center)
• Quentin N. Burdick Mem Hlth Facility (includes Quentin N Burdick Mem Hlth Facility/aka Belcourt Hospital)
• Rosebud Service Unit (includes Rosebud Hospital)
• Fort Thompson Service Unit (includes Fort Thompson Service Unit)
• Lower Brule Service Unit (includes Lower Brule Service Unit)
• Wagner Service Unit (includes Wagner Service Unit)
• Woodrow Wilson Keeble Health Care Center (aka Sisseton Service Unit)

1. CONTRACT/TECHNICAL REQUIREMENTS

The Contractor shall perform the following tasks:

The contractor shall provide optical lenses, frames, and accessories for all federal service units in the Great Plains Area Indian Health Service. The frames provided shall include progressive, flat-top, single vision and tri-focal, with a majority of them being progressive and single vision. The lens material includes polycarbonate, Columbia Resin (CR-39) plastic polymer, and hi-index, with a majority of them being polycarbonate.

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.

At the discretion of the service unit, the contractor shall provide a collection of 200-300 (or more) frames for display in the Optometry Department. Frames shall be updated periodically at no charge and additional frames provided at no charge, if necessary. Contractor shall also supply the service unit with frames catalogs listing all available sizes and colors. Additional sample frames may be purchased by the Health Center.

The contractor shall process orders and return glasses with shipment tracking within 7-10 working days from the order date.

To facilitate payment, the contractor shall have a process in place to accept money orders or debit/credit card payments from patients and Tribal programs on behalf of customers.

Lenses shall be fabricated to the exact specifications provided by the prescription received from the service unit Optometry Department. Lens prescription changes shall be provided at no additional charge within 90 days of the original order.

The contractor shall inspect the final lenses to ensure they correctly match accompanying prescription order.

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

The contractor shall not add or substitute components or alter the beneficiaries' prescription in any way without prior approval and written authority from the Contracting Officer Representative (COR) and/or authorized designee. All items provided by the contractor shall be new.

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

• Single vision lenses (monovision) with plastic, polycarb or hi-index.
• All invoices are to be totaled and completed monthly as identified in the PAYMENT PROCESS section of this Scope of Work.
• The contractor shall also provide two (2) or more separate lines of accounting for separate sources of funding.
• The GPAIHS service unit reserves the right to cap reimbursement at a fixed amount. The patient is allowed to purchase add-on options (e.g., transitions) for their glasses. These add-ons must be added when the frames/lenses are ordered. Overages will be paid with a money order from the patient or Tribal program at the time the glasses are ordered. Once glasses are received, any add-ons will be the patient’s responsibility.

QUALIFICATIONS. All fabrication services must be under the supervision of an American Board of Opticianry (ABO) certified optician. The key personnel assigned to the contract shall have at least three (3) years of experience in fabrication of eye glasses and a history of satisfactory service within Indian Health Service facilities within the Great Plains Area.

LEVEL OF EFFORT

Frames

• At the discretion of the service unit, the contractor shall provide on consignment a variety of mid-range priced metal and zyl frames consisting of approximately 25 unisex, 85 women’s, 75 men’s and 35 children’s to include some non-allergen materials.
• The contractor shall update at no charge frame inventory every 6 months. The Service Unit maintains final frame discretion.
• All frames shall include a one (1) year warranty based on industry standards.
• Payment of frames and/or lenses shall also include 3rd party payments by money order and tribal funds.
• If any products are discontinued and/or unavailable then an equivalent replacement item will be shipped.

Lenses

• The contractor shall provide lenses, including plastic, polycarbonate, high index, and glass materials in traditional and digital manufacturing.
• Tinted lenses shall include both solid and gradient options, in addition to plastic and glass photochromic.
• Lenses shall include scratch resistant coatings with a one (1) year warranty.
• Lens prescription changes shall be provided at no additional charge within 90 days of the original order.
• If any products are discontinued and/or unavailable then an equivalent replacement item will be shipped.

Other Items

Complementary hard and soft cases shall be provided with each frame.

The service unit will have the ability to order supplies related to minor repair and maintenance of eyewear, to include, but not limited to screws, silicone anti-slip nose pads, tap and snap screws, extra cases, spray lens clearer, contact lens cases, and mailing boxes.

Product Quality

Type of lenses: single vision, bifocal, trifocal, progressive and aspheric lenses on corrected curve, white (clear) 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) Z80.1-2020, or latest edition. All glass ophthalmic lenses will be chemically strengthened to comply with the Food and Drug Administration (FDA) regulations 21 Code of Federal Regulations (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 Z80.1-2020 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 the upper outside corner, heat hardened and drop ball tested, when applicable.

School-aged children (up to 18 years of age) shall be provided with free upgrade to polycarbonate lens material. The IHS will not authorize any tints or special coatings for school-aged children unless medically indicated and prescribed by the provider.

Guarantee frames and lenses breakage and scratches shall be replaced at least one (1) time within one (1) year from date order was shipped, no matter the reason for the damage, or will follow terms set out by the manufacturer, if available. The first replacement shall be free to the patient and any subsequent replacements will be at the patient’s expense.

Eye glass frames shall be in accordance with the American National Standards Institute standards for dress ophthalmic frames, Z80.1-2020.

Patients may provide a personal frame for the contractor to review, which may be refused. The contractor is not liable for damage to personal frame.

Redo and Refunds

At a minimum, the contractor shall agree to the following standards:

• Lab errors shall be corrected at no charge within 90 days of the ship date.
• Prescription changes within 90 days of original ship date are no charge (one time).
• Non-adapt redo for progressive lenses will be made at no charge within 90 days of ship date.
• Downgrades (transitional to clear lenses) or same price changes can be done within 90 days of original ship date.

The contractor shall be responsible for all labor, materials, travel costs, and associated expenses necessary to fulfill contract agreements to and from the GPAIHS service unit.

Batching

Orders will be submitted to the contractor as soon as possible after they are made available to the service unit Optometry Clinic staff. Batching orders is not authorized by the contractor. Batching in this case means holding all orders to meet a minimum requirement.

Salvage

In the event that a beneficiary dies prior to delivery and acceptance of eyeglasses, the service unit shall pay the contractor for the work performed up to the point that they are notified to stop work. The price to be paid shall be mutually agreed upon and shall not exceed the contract price of the eyeglasses less the salvage value of the unused components.

SPECIAL REQUIREMENTS

In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPVID DHHS/GPA Region – Human Resources, Security Clearance Guidance regarding visitors for contract performance. The contractor employees will be required to obtain a visitor’s pass upon arrival for from the Security Department.

The Service Unit is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerating during service.

SECURITY

PHYSICAL ACCESS. The Contractor shall check in with the Security Department for on-site visits and coordinate visits with the designated Point of Contact.

PHYSICAL SECURITY. The Contractor Optometrists shall safeguard all government property, including controlled forms provided for use. All PHI shall be secured at all times and not left unattended in unsecure areas. 

REPORTING REQUIREMENTS. The Contractor shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of IHS personnel, personnel or patients. 

WEAPONS, FIREARMS, AND AMMUNITION. Contractors are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on the Service Unit grounds.

1. TYPE OF ORDER

This is a firm fixed price blanket purchase agreement (BPA)

1. ANTICIPATED PERIOD OF PERFORMANCE

Period of Performance: 01/01/2026 – 12/31/2026 with the option of option periods.

1. REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall coordinate the delivery, installation and training date with the designated government employee. The designated government employee will work with the pertinent government agency to coordinate delivery. No deliveries can be made after 1600 local time. The driver needs to maintain a valid driver’s license.

1. PAYMENT

Payments shall be made in the IPP.GOV system.

1.  Anticipated Period of Performance:

Period of Performance: 01/01/2026 – 12/31/2026 with the option of option periods.

1. Capability Statement/Information:

Interested parties are expected to review this notice to familiarize itself with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. A general overview of the respondent’s opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail of the respondent’s (a) current capability and capacity to perform the work; (b) prior completed events of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.

3. Documentation on the fulfilling this requirement and evidence of an Offerors ability to fully satisfy the requirements described above must be provided.

4. The respondents’ DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 339115, Ophthalmic Good Manufacturing, or comparable NAICS

5. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

6. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 inch top, bottom, left and right margins.

7. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address). Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

F.   Closing Statement

Point of Contact: Ashleigh Yazzie, Contract Specialist, Email: ashleigh.yazzie@ihs.gov   

Submission Instructions:

Interested parties shall submit capability via email to Darryl Smith Contracting Officer, at ashleigh.yazzie@ihs.gov . Must include Sources Sought Number IHS1520824 in the Subject line. The due date for receipt of statements is December 19, 2025, 12:00 p.m. Mountain Standard Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.