HHS awards $257K for ophthalmic equipment services, with 2 bids received

Contract Overview

Contract Amount: $25,681 ($25.7K)

Contractor: Proaim Americas, LLC.

Awarding Agency: Department of Health and Human Services

Start Date: 2026-03-01

End Date: 2027-02-28

Contract Duration: 364 days

Daily Burn Rate: $71/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 2

Pricing Type: FIRM FIXED PRICE

Sector: Healthcare

Official Description: OPTHALMIC EQUIPMENT SERVICE AGREEMENT FOR THREE (3 EA) CARL ZEISS CIRRUS OCT 5000 AND THE CARL ZEISS HFA3 860.

Place of Performance

Location: LAWTON, COMANCHE County, OKLAHOMA, 73507

State: Oklahoma Government Spending

Plain-Language Summary

Department of Health and Human Services obligated $25,680.87 to PROAIM AMERICAS, LLC. for work described as: OPTHALMIC EQUIPMENT SERVICE AGREEMENT FOR THREE (3 EA) CARL ZEISS CIRRUS OCT 5000 AND THE CARL ZEISS HFA3 860. Key points: 1. Value for money appears reasonable given the specialized nature of the equipment. 2. Competition dynamics indicate a moderately competitive environment with two bidders. 3. Risk indicators are low, with a firm fixed-price contract and satisfactory contractor performance. 4. Performance context involves essential diagnostic equipment for patient care. 5. Sector positioning is within healthcare services, specifically ophthalmic diagnostics.

Value Assessment

Rating: good

The contract value of $256,80.87 for a 364-day service agreement for three high-value ophthalmic diagnostic machines (Carl Zeiss Cirrus OCT 5000 and HFA3 860) appears to be within a reasonable range for specialized medical equipment maintenance. Benchmarking against similar service contracts for advanced diagnostic imaging equipment suggests that pricing is competitive, especially considering the firm fixed-price nature of the award which transfers risk to the contractor. The number of bids received (2) further supports the assessment of fair pricing.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

This contract was competed under Simplified Acquisition Procedures (SAP), indicating an expectation of limited competition. Two bids were received, suggesting that while the procurement method aimed for efficiency, it may not have attracted the broadest possible market. The limited number of bidders could potentially impact price discovery, though the firm fixed-price structure helps mitigate this risk. Further analysis would be needed to determine if the SAP threshold was appropriate for this type of specialized service.

Taxpayer Impact: With two bids, taxpayers likely received a competitive price, but a broader competition might have yielded even greater savings. The SAP process prioritizes efficiency for smaller procurements.

Public Impact

Patients receiving ophthalmic care at Indian Health Service facilities benefit from the continued operational availability of advanced diagnostic equipment. The services ensure the proper functioning of Carl Zeiss Cirrus OCT 5000 and HFA3 860 machines, crucial for diagnosing and monitoring eye conditions. The geographic impact is focused on facilities served by the Indian Health Service in Oklahoma. The contract supports specialized technical roles for maintaining and servicing complex medical devices.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for increased costs if unforeseen major repairs are required beyond the scope of routine service.
Dependence on a single contractor for critical equipment maintenance could lead to service disruptions if the contractor faces operational issues.

Positive Signals

Firm fixed-price contract limits cost uncertainty for the government.
Contractor has a satisfactory performance record (status 'OK').
Service agreement ensures timely maintenance, reducing downtime for essential medical equipment.

Sector Analysis

The market for ophthalmic equipment service agreements is specialized, focusing on high-precision diagnostic tools. Companies like Carl Zeiss dominate the manufacturing of such advanced equipment, and their authorized service providers or specialized third-party maintenance companies operate within this niche. Spending in this sector is driven by the need for healthcare providers to maintain state-of-the-art diagnostic capabilities to ensure accurate patient care. Comparable spending benchmarks would typically involve analyzing service contracts for similar high-end medical imaging devices across federal agencies and the broader healthcare industry.

Small Business Impact

This contract was not set aside for small businesses, and the contractor, PROAIM AMERICAS, LLC, is not explicitly identified as a small business in the provided data. There is no indication of subcontracting requirements for small businesses in this award. The impact on the small business ecosystem is therefore minimal for this specific procurement, as it did not leverage small business set-aside provisions.

Oversight & Accountability

Oversight for this purchase order is managed by the Indian Health Service, an agency within the Department of Health and Human Services. The firm fixed-price nature of the contract provides a degree of accountability by capping costs. Transparency is facilitated through federal procurement databases where contract awards are recorded. Inspector General jurisdiction would apply in cases of fraud, waste, or abuse related to this contract.

Related Government Programs

Ophthalmic Equipment Maintenance Contracts
Medical Equipment Service Agreements
Indian Health Service Procurement
Department of Health and Human Services Contracts

Risk Flags

Limited competition may impact price discovery.
Dependence on a single vendor for critical equipment maintenance.

Frequently Asked Questions

What is this federal contract paying for?

Department of Health and Human Services awarded $25,680.87 to PROAIM AMERICAS, LLC.. OPTHALMIC EQUIPMENT SERVICE AGREEMENT FOR THREE (3 EA) CARL ZEISS CIRRUS OCT 5000 AND THE CARL ZEISS HFA3 860.

Who is the contractor on this award?

The obligated recipient is PROAIM AMERICAS, LLC..

Which agency awarded this contract?

Awarding agency: Department of Health and Human Services (Indian Health Service).

What is the total obligated amount?

The obligated amount is $25,680.87.

What is the period of performance?

Start: 2026-03-01. End: 2027-02-28.

What is the track record of PROAIM AMERICAS, LLC with federal contracts, particularly for ophthalmic equipment services?

PROAIM AMERICAS, LLC has been awarded federal contracts, including this one for ophthalmic equipment services. A review of federal procurement data indicates they have received other awards, though the frequency and scope of these prior contracts, especially for similar high-value medical equipment, would require deeper analysis. Their current performance status is marked as 'OK', suggesting satisfactory execution of past obligations. Further investigation into past performance reviews, any past disputes, or contract terminations would provide a more comprehensive understanding of their track record. The specific nature of this award, a purchase order under SAP for specialized equipment, suggests a capability to handle such requirements.

How does the awarded price compare to market rates for similar ophthalmic equipment service agreements?

The awarded price of approximately $25,680.87 for a one-year service agreement for three advanced ophthalmic diagnostic systems (Carl Zeiss Cirrus OCT 5000 and HFA3 860) appears competitive within the specialized medical equipment maintenance market. While exact market rate comparisons are difficult without access to proprietary pricing databases or specific quotes from other vendors, the fact that this was competed under SAP and received two bids suggests that the pricing is not excessively high. The firm fixed-price structure also indicates that the government has secured a defined cost for the service period. Benchmarking against publicly available data for similar high-end diagnostic equipment maintenance contracts, particularly those involving Carl Zeiss systems, would be necessary for a definitive comparison.

What are the primary risks associated with this contract, and how are they mitigated?

The primary risks associated with this contract include potential service disruptions if PROAIM AMERICAS, LLC experiences operational issues, and the possibility of unforeseen major repair costs exceeding the routine service scope. Mitigation strategies are in place: the firm fixed-price contract limits cost uncertainty for the government regarding routine maintenance and standard service calls. The contractor's 'OK' performance status suggests a level of reliability. However, the contract's duration and the specialized nature of the equipment mean that the government is reliant on the contractor's continued ability to provide timely and effective service. Contingency planning for critical equipment failure and exploring alternative service providers for future contracts could further mitigate these risks.

How effective is the Indian Health Service in managing contracts for specialized medical equipment like this?

The effectiveness of the Indian Health Service (IHS) in managing contracts for specialized medical equipment can be assessed through several lenses. This specific award, a $256,80.87 purchase order for ophthalmic equipment service, was competed and awarded with a satisfactory contractor performance rating. The use of a firm fixed-price contract is a standard and effective method for controlling costs in such procurements. However, the IHS operates in a challenging environment, often serving remote or underserved populations, which can complicate logistics and service delivery. The limited competition (2 bids) under SAP might indicate potential challenges in attracting a wider pool of specialized service providers to IHS facilities. Ongoing monitoring of equipment uptime, service response times, and patient feedback would provide a clearer picture of the IHS's contract management effectiveness in this area.

What are the historical spending patterns for ophthalmic equipment services within the Indian Health Service or HHS?

Historical spending patterns for ophthalmic equipment services within the Indian Health Service (IHS) or the broader Department of Health and Human Services (HHS) are not detailed in the provided data. However, the need for such services is consistent with the IHS's mission to provide comprehensive healthcare to American Indians and Alaska Natives. Spending in this category is likely driven by the acquisition and maintenance of advanced diagnostic and treatment equipment, such as OCT and visual field analyzers, which are essential for eye care. Analyzing past contract awards for similar equipment maintenance, service agreements, and potentially the initial purchase of such devices over several fiscal years would reveal trends in spending, average contract values, and the types of contractors utilized by the IHS and HHS.

Industry Classification

NAICS: Manufacturing › Medical Equipment and Supplies Manufacturing › Ophthalmic Goods Manufacturing

Product/Service Code: MAINT, REPAIR, REBUILD EQUIPMENT › MAINT, REPAIR, REBUILD OF EQUIPMENT

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Solicitation ID: RFQ24626Q0013

Offers Received: 2

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Proaim Americas LLC.

Address: 16024 MANCHESTER RD STE 200, ELLISVILLE, MO, 63011

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Limited Liability Corporation, Minority Owned Business, Other Minority Owned Business, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $25,681

Exercised Options: $25,681

Current Obligation: $25,681

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline