Optometry services to support the Optometry Program at the Warm Springs Service Unit (WSSU)
Contact and place of performance
Tricia Charley
Warm Springs, OR
USA
This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Part 12. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This requirement is for one (1) Firm-Fixed-Price (FFP) purchase order for contracted optometry services to support the Optometry Program at the Warm Springs Service Unit (WSSU), Warm Springs...
View moreThe Contractor shall provide performance-based Optometry support services on an as-needed basis at the Warm Springs Health and Wellness Center (Warm Springs Service Unit) for eligible patients of the Warm Springs Indian Health Service.
Services shall be requested and scheduled by the Government based on clinical need, patient demand, staffing shortages, provider leave coverage, specialty support requirements, or other operational requirements as determined by the Government.
The Contractor is not guaranteed a minimum number of hours, days, patient encounters, or service requests under this requirement.
The Contractor shall independently provide all professional optometry services necessary to meet the performance objectives and quality standards identified in this requirement.
Performance shall be measured based upon the Contractor’s ability to provide timely, clinically appropriate, patient-centered optometry services; maintain compliance with all applicable standards, regulations, and credentialing requirements; complete accurate and timely documentation; coordinate care appropriately; and maintain acceptable quality assurance standards as determined by the Government.
II. OBJECTIVE
To provide qualified performance-based Optometry support services at the Warm Springs Health and Wellness Center on an as-needed basis.
The Contractor shall provide professional optometric services within the specialty area and assume responsibility for the diagnosis, prevention, and treatment of visual and ocular conditions within the scope of practice of a licensed optometrist.
Services may be requested up to five (5) days estimated, per week depending upon clinic need and Government scheduling requirements.
The Contractor shall perform services in a manner that promotes continuity of care, timely patient access, patient safety, quality clinical outcomes, compliance with applicable standards of care, and effective coordination with Indian Health Service personnel and support staff.
III. LOCATION AND PERIOD OF PERFORMANCE
A. Location of Services
Services shall be performed at:
Warm Springs Health and Wellness Center
Indian Health Service
1270 Kot-Num Rd
Warm Springs, OR 97761
B. Period of Performance
The Period of Performance shall be one (1) year from date of award.
Services shall be provided only when requested and authorized by the Government.
Maximum authorized hours shall not exceed 1,920 hours during the period of performance.
No minimum quantity of services or hours is guaranteed.
IV. PERFORMANCE WORK STATEMENT
Optometry support services to be provided on an as-needed basis shall include, but are not limited to, the following:
1. Clinical Optometry Services
Diagnosis of optometric and ocular problems through external and internal physical evaluation of the eye and adnexa; detection of neuromuscular impairment of binocular function; treatment of visual disorders through the prescription of corrective lenses such as glasses, contact lenses, or low vision aids, vision therapy, and pharmacological means; treatment of unusual visual disorders through the application of advanced optometric techniques; consultation with Area or I.H.S. Optometry Specialists on complex cases, as appropriate; referral of patients requiring medical services or surgery to the appropriate medical specialty; referral of patients requiring other health services to appropriate health professionals; provision of emergency eye services including diagnosis and treatment of ophthalmic trauma or pathology on an outpatient basis; and provision of vision and eye care education and counseling to patients.
The Contractor shall be responsible for recording all patient care examinations and procedures in appropriate health records in compliance with professional community standards and all applicable guidelines.
2. Screening and Community Services
Provide Head Start, school vision, and diabetic retinopathy screenings; maintain liaison with and provide advisory eye services to other professional personnel regarding patients; provide vision safety services for the Service Unit; provide optometric and eye specialty clinics; act as community educator providing vision education and in-service training to other health professionals and the public; and develop and execute community clinics providing complete optometric care.
3. Treatment Services
Any required treatments shall be provided or referred appropriately following evaluation of the patient’s ancillary test results.
4. Scheduling Coordination
The Contractor shall work with optometry clinic support staff to coordinate and arrange scheduling for patient services requested by the Government.
5. Prescriptive Authority and Diagnostic Testing
The Contractor shall prescribe drugs and diagnostic tests necessary to provide appropriate optometric care, including the use of radiology and laboratory services.
i. Formulary Compliance
The Contractor shall become familiar with and be guided by the Indian Health Service formulary and shall follow IHS procedures when prescribing drugs.
ii. Pharmaceutical Prescribing
The Contractor authorized to prescribe pharmaceuticals shall do so according to the availability of drugs listed in the IHS formulary.
iii. Generic Drug Substitution
IHS pharmacy services will provide instructions to the prescribing contract optometrist regarding substitution of generic drugs for prescribed drugs.
iv. Non-Formulary Medications
The Service Unit pharmacy must approve drugs not included on the formulary.
6. Referral Responsibilities
The Contractor shall refer patients to appropriate contracted medical or other Government facilities, providing complete clinical information for care and diagnostic procedures that cannot be adequately provided at the local Indian Health Service facility.
The Contractor shall coordinate and integrate information obtained into the patient health record at the Service Unit and assure timely follow-up care as required pertaining to optometry services.
All referrals shall be processed utilizing the Patient Referred Care (PRC) process. The PRC Committee will review referrals utilizing established PRC guidelines.
7. Medical Records Documentation
The Contractor shall assure the preparation of appropriate and timely medical records for all patients seen to ensure the accumulation and organization of all pertinent clinical data needed to provide comprehensive optometry care.
The Contractor shall coordinate clinical reports and correspondence concerning patients under his/her care with physicians, hospitals, and other individuals and facilities.
8. Electronic Health Records and Automation
The Contractor shall manage all aspects of optometry care electronically using knowledge and skill with existing automation equipment required to support clinical and medical programs, including but not limited to IHS-EHR, Microsoft Office, Outlook, and related systems.
9. Coordination with Allied Health Professionals
The Contractor will work closely with allied health professionals including community health nurses, social workers, health educators, and others to coordinate health care services as needed.
10. Quality of Care
The Contractor shall strive for excellence in providing general optometry medical services.
Performance standards shall include, but are not limited to:
The Government may evaluate Contractor performance through quality assurance reviews, documentation audits, peer review, patient feedback, timeliness of documentation, compliance monitoring, and adherence to clinic policies and procedures.
11. Infection Control and Safety
The Contractor shall comply with all IHS facility infection control and safety procedures, practices, and standards.
12. Patient Rights
The Contractor shall respect and maintain the basic rights of patients, including but not limited to personal dignity.
V. INDIAN HEALTH SERVICE RESPONSIBILITIES
A. Equipment and Supplies
The Warm Springs Indian Health Service shall provide all medical and non-medical equipment and supplies used in the medical department for patient care.
B. Quality Assurance
The Warm Springs Indian Health Service shall provide an ongoing method of monitoring and evaluating the quality and appropriateness of patient care and identifying deficiencies in services performed before the level of performance becomes unacceptable.
C. Orientation
Each provider contractor shall be provided orientation to the Indian Health Service and the Indian Community being served. Initial and continuing orientation shall be provided by Warm Springs Indian Health Service personnel.
D. Facility Closure Notification
The Warm Springs Indian Health Service will be responsible for informing the Contractor of any facility closure as soon as practicable. Notification methods shall be mutually agreed upon between the Contractor and the Warm Springs Indian Health Service.
VI. QUALIFICATIONS
The provider contractor shall maintain the following minimum qualifications according to individual training and certification requirements:
i. Optometry Graduate Training
Must possess a Doctor of Optometry degree approved by accrediting bodies recognized within the United States or Canada.
ii. Board Certification
Current Board Certification in Optometry.
iii. Licensure
Candidates must possess a permanent, full, and unrestricted license to practice optometry in a State, the District of Columbia, the Commonwealth of Puerto Rico, or a territory of the United States. State licensure must permit independent practice.
iv. DEA Registration
DEA registration is recommended but not required.
v. Experience
Board Certification in Optometry.
vi. Required Documentation
The Contractor shall complete, sign, and return all required forms including, but not limited to:
VII. GOVERNMENT-FURNISHED PROPERTY AND SERVICES
A. Government-Furnished Equipment
The Warm Springs Indian Health Clinic shall furnish all supplies and equipment necessary.
B. Authorized Use
Use of Government-furnished facility space, equipment, and supplies shall be limited solely to the provision of services set forth in this contract.
C. Orientation Services
Orientation services for the Contractor shall be provided by the Warm Springs Indian Health Clinic.
VIII. CONTRACTOR PROVIDED EQUIPMENT
The Contractor shall not be required to provide any type of equipment to perform the duties identified in this contract.
IX. CONTACT WITH INDIAN CHILDREN
This position is subject to Public Law 101-630, The Indian Child Protection and Family Violence Prevention Act, as determined by the Acting CEO.
Until the character investigation has been completed and the Contracting Officer notified of the results, the Contractor must not have unsupervised contact with Indian children.
XI. ON-SITE CONTACT
The following individual or designee shall serve as the Government Representative:
To be determined
Warm Springs Indian Health Service
P.O. Box 1209
1270 Kot-Num Road
Warm Springs, OR 97761
XII. PERFORMANCE REQUIREMENTS
The Contractor shall provide services in accordance with the performance objectives established by this Statement of Work.
Performance outcomes include:
Failure to meet performance requirements, maintain qualifications, comply with policies, or provide acceptable clinical services may result in corrective action, suspension of scheduled services, reduction in work assignments, or termination of the contract.
XIII. PAYMENT SCHEDULE
A. Hourly Rate
The hourly rate awarded shall be the accepted price for services covering all related costs to provide on-site services.
B. Payment Basis
Payment shall be made in accordance with the hourly rate established in the contract for services actually requested, performed, and approved by the Government.
The Government is under no obligation to order any minimum quantity of services.
C. Prompt Payment
Payment shall be made in accordance with the Prompt Payment Final Rule (5 CFR 1315, September 29, 1999), which states that disbursement will be made within thirty (30) days of acceptance and approval of a proper invoice by the Contracting Officer.
The Contractor shall maintain an active status in the System for Award Management (SAM) as prescribed by Electronic Funds Transfer (EFT) procedures.
D. Travel Costs
Travel costs shall not be reimbursed and are included in the hourly rate.
E. Government Obligation
The Government is obligated only to the extent of authorized services actually requested, performed, accepted, and received under this contract.
XIV. INVOICING
IPP invoicing shall be utilized with invoices submitted on the last day of each month.
[email protected]
IHS-NEW-PORTLAND
Portland Area Indian Health Service
1414 NW Northrup Street, Suite 800
Portland, OR 97209-2790
Invoice descriptions must match the purchase order. Defective or deficient invoices will be returned.
Upon receipt, the COR shall examine invoices for accuracy.
Payments will be made only after submission of a proper invoice and Government acceptance of services.
Payment shall be made only for services actually completed at the time of invoice submission.
Payment will be made by Electronic Funds Transfer.
The Contractor agrees to include the following information on each invoice:
a. Contractor name
b. Invoice date
c. Purchase order number and description of services rendered
d. Description of services
e. Quantity of services rendered
f. Cost per price
g. Payment terms
h. Name, title, phone number, and mailing address of responsible official to whom payment is to be sent, where applicable
XV. ADMINISTRATION
The Contractor shall provide timekeeping sheet for recording hours of contract performance.
Records shall be verified and signed by the COR or Technical Point of Contacts to confirm actual hours worked under the terms of the contract.
The Contractor shall sign the Record of Service Delivered and record the following daily:
The following individual or designee shall serve as the Contracting Officer’s Representative regarding work scheduling and technical coordination:
To be determined
P.O. Box 1209
Warm Springs, OR 97761
Office: 541-553-1196
Once delegated, the Contracting Officer’s Representative responsibilities include coordination of technical aspects of services and performance review.
The Contracting Officer’s Representative does not possess authority to change or alter contract amounts, terms, or conditions.
XVI. ADDITIONAL TERMS AND CONDITIONS
A. Credentialing / Clinical Privileges / Termination
If the Contractor fails to meet or maintain required qualifications, licensure, credentialing requirements, or clinical privileges of the Indian Health Service healthcare center, the contract may be terminated without cost to the Government and the Contractor may be determined ineligible to contract.
B. Government-Furnished Equipment and Facilities
The Warm Springs Indian Health Service does not anticipate a need for contractor-furnished equipment.
C. Delivery Schedule
Equipment and supporting parts, if applicable, shall be delivered within sixty (60) days of purchase order receipt by vendor.
XVII. REGULATORY COMPLIANCE
The Contractor shall comply with all applicable Federal laws, regulations, and policies, including but not limited to:
XVIII. INDEMNIFICATION AND GOVERNING LAW
A. Indemnification, Liability, and Statute of Limitations
Any provisions in the Terms of Service related to indemnification and filing deadlines are waived and shall not apply except to the extent expressly authorized by law. Liability for any breach of the Terms of Service as modified by this amendment, or any claim arising from the Terms of Service as modified by this amendment, shall be determined under the Federal Tort Claims Act or other governing Federal authority. Federal statute of limitations provisions shall apply to any breach or claim.
B. Governing Law
Any arbitration, mediation, or similar dispute resolution provision in the Terms of Service is deleted.
The Terms of Service and this amendment shall be governed by, interpreted, and enforced in accordance with the laws of the United States of America without reference to conflict of laws.
To the extent permitted by Federal law, the laws of the State of Oregon shall apply in the absence of applicable Federal law.
END OF PERFORMANCE WORK STATEMENTAPPLICABLE PROVISIONS AND CLAUSES
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 dated March 13, 2026.
52.212-1 Instructions to Offerors—Commercial applies to this acquisition, 52.212-2 Evaluation—Commercial Items applies to this acquisition, 52.212-4 Contract Terms and Conditions—Commercial Items applies.
CLAUSES INCORPORATED BY REFERENCE FAR 52.252-2
Full text available at http://www.acquisition.gov
52.202-1 Definitions (Jun 2020) 52.204-7 System for Award Management (Oct 2018) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.212-4 Contract Terms and Conditions – Commercial Items (May 2026) 52.222-3 Convict Labor (Jun 2003) 52.222-26 Equal Opportunity (Sep 2016) 52.222-35 Equal Opportunity for Veterans (Jun 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020) 52.223-6 Drug-Free Workplace (May 2001) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) 52.229-3 Federal, State, and Local Taxes (Feb 2013) 52.229-4 Federal, State, and Local Taxes (State and Local Adjustments) (Feb 2013) 52.232-1 Payments (Apr 1984) 52.232-8 Discounts for Prompt Payment (Feb 2002)
52.232-17 Interest (May 2014) 52.232-33 Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) 52.233-1 Disputes (May 2014) 52.233-3 Protest After Award (Aug 1996) 52.237-3 Continuity of Services (Jan 1991) 52.237-7 Indemnification and Medical Liability Insurance. $1,000,000.00 per occurrence. 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)
DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATIONS
(HHASR) CLAUSES
352.203-70 Anti-Lobbying Dec 2015, 352.222-70 Contract Cooperation In Equal Opportunity Investigations Dec 2015, 352.223-70 Safety And Health Dec 2015, 352.224-70 Privacy Act Dec 2015, 352.224-71 Confidential Information Dec 2015, 352.226-1 Indian Preference Dec 2015, 352.232-71 Electronic submission of payment request, 352-237-70 Pro-Children Act Dec 2015, 352.237-71 Crime Contract Act – Reporting Of Child Abuse Dec 2015, 352.237-72 Crime Control Act – Requirement For Background Checks Dec 2015, 352-237-73 Indian Child Protection And Family Violence Act Dec 2015, 352-237-74 Non-Discrimination In Service Delivery Dec 2015, 352.237-75 Key Personnel Dec 2015352.239-74 Electronic And Information Technology Accessibility Dec 2015
SET-ASIDE AND NAICS INFORMATION
Set-Aside: Indian Small Business Economic Enterprise
NAICS Code: 621320 – Doctor of Optometry
Size Standard: $9 Million
INSTRUCTIONS TO RESPONDENTS AND EVALUATION CRITERIA
Submission of Quotes
Quotes shall be submitted electronically via email to [email protected]. The subject line shall include the solicitation number 75H71326Q00040 and the Respondent’s entity name.
Quotes shall include:
Questions
Questions regarding this solicitation shall be submitted in writing via email to [email protected] no later than four (4) business days prior to the closing date. The subject line shall include the solicitation number 75H71326Q00040.
BASIS FOR AWARD
The Government intends to award a contract to the Respondent responsible whose quote represents the best value to the Government, considering price and non-price factors. The Government may award other than the lowest-priced Respondent. This procurement is time-sensitive, and the Government will consider the Respondent’s ability to provide timely and reliable optometry services to ensure continuity of optometry operations and patient care.
The Government reserves the right to:
EVALUATION FACTORS
Factor 1 – Demonstrated Prior Experience
The Government will evaluate the Respondent’s experience in providing comparable services. The Respondent shall submit a written narrative (maximum 5 pages) demonstrating:
Respondents may submit up to three (3) recent Past Performance projects. Each example shall include:
Factor 2 – Price
The Government will evaluate the total evaluated price based on the CLIN structure provided (Attachment No. 1). The price quote shall include all costs necessary to fulfill the requirement, including labor, professional optometry services, supervision, travel (if applicable), and all incidental costs required to successfully perform optometry services under the contract.
EVALUATION PROCESS
The Government may use a comparative evaluation in accordance with RFQ FAR 12.203(c)(2), Evaluation.
(End of Instructions and Evaluation Criteria)
Tricia Charley
Phone: 541-553-2491
Email: [email protected]
The Indian Health Service (IHS) has issued a combined synopsis/solicitation, 75H71326Q00040, for contracted optometry services at the Warm Springs Health and Wellness Center in Warm Springs, Oregon. The objective is to provide supplemental professional coverage on an as-needed basis for the Warm Springs Service Unit (WSSU) to ensure continuity of care and patient access. The requirement is designated as an Indian Small Business Economic Enterprise (ISBEE) set-aside under NAICS code 621320, Offices of Optometrists, and PSC Q511, Medical- Ophthalmology.
The scope of work includes clinical optometry services such as diagnosing ocular problems, prescribing corrective lenses and pharmacological treatments, providing emergency eye care, and conducting community screenings for diabetic retinopathy and school vision programs. The contractor will also manage patient records through the IHS Electronic Health Record (EHR) system and coordinate care via the Patient Referred Care (PRC) process. Performance is scheduled for a one-year period from the date of award, with a maximum of 1,920 authorized hours. No minimum quantity of hours or patient encounters is guaranteed, and all services will be requested based on clinical demand, staffing shortages, or provider leave.
The government intends to award a single firm-fixed-price purchase order based on a best-value evaluation of price and non-price factors, including demonstrated prior experience in rural or remote healthcare environments. Responses are due by June 8, 2026, and must be submitted electronically to Tricia Charley at the Portland Area Indian Health Service. The solicitation includes four attachments: a schedule of items, a wage determination, a business associate agreement, and an Indian Economic Enterprise (IEE) form. Contractors must be registered in the System for Award Management (SAM) and possess a Doctor of Optometry degree and an unrestricted state license to practice independently.
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