SOURCES SOUGHT
Q -- DCMA Occupational Health, Medical Surveillance and Health Promotion & Wellness
- Notice Date
- 3/6/2002
- Notice Type
- Sources Sought
- Contracting Office
- Defense Contract Management Agency, Defense Contract Management Agency, DCMA Procurement Center (DCMAC-W), ATTN DCMAC-W 6350 Walker Lane Suite 300, Alexandria, VA, 22310-3241
- ZIP Code
- 22310-3241
- Solicitation Number
- DCMA01-02-R-0001
- Archive Date
- 2/15/2002
- Point of Contact
- Kevin Conneen, Contracting Officer, Phone (703) 428-0995, Fax (703) 428-3435, - Christine Jiongco, Contract Specialist, Phone 703 428-1546, Fax null,
- E-Mail Address
-
kconneen@hq.dcma.mil, cjiongco@hq.dcma.mil
- Description
- SCOPE OF WORK. DCMA requires OH/MS and HP&W services for approximately 12,000 employees worldwide. Most of these employees are located in concentrations around approximately 42 cities, the vast majority of which are in the continental United States. Approximately 4,500 employees in the occupational medical surveillance program are in the continental United States and approximately 170 employees in the occupational medical surveillance program are located outside the continental United States. An estimated medical workload matrix is listed in Appendix A, and a complete matrix of geographical locations with numbers of employees and services required are listed in Appendix B. Special notice is directed to the international locations where services must be provided although employee dispersion is much greater than the continental United States. REQUIREMENTS. The contractor shall provide fully qualified personnel. The contractor shall be responsible for certifying that they meet all required personnel qualifications/certifications. All personnel, back-up personnel, management, and supervisors' necessary credentials, such as resumes, licenses, and certification associated with his or her position in their proposal shall be provided to the Contracting Officer (KO). Physicians who will provide services must be properly licensed to practice medicine in the states or locations where the services are provided. A board-certified Occupational Health Physician (OHP) must oversee the program. The board-certified Physician shall act as a Medical Review Officer and shall have a Doctor of Medicine degree or Doctor of Osteopathy degree and be appropriately licensed for the respective state. Nurses shall be graduates of accredited nursing programs and licensed to practice in the respective state/location. They shall be capable of performing portions of physical examinations such as, but not limited to phlebotomy, blood pressure, EKG, vision, hearing, and spirometry; administering immunizations, inoculations, and medications; maintaining records in accordance with the contract; counseling employees on varied health subjects (e.g., such as but not limited to nutrition, communicable diseases, and home care of injuries/illnesses). The nursing staff shall also have the capability to support the OSH staff in conducting ergonomic surveys, providing resultant recommendations, supporting hearing conservation program through medical examinations and fit testing of hearing protection equipment, and supporting the respiratory protection program through medical examinations and fit testing of respirators. The HP&W professionals shall have credentials or certifications to perform health education, training, health risk assessments and screenings, counseling, promotion, as appropriate. At a minimum, all services provided under this contract shall comply with applicable OSHA standards. All interpretations of standards involving OSHA compliance shall rest with the COR. Shall Manage Medical Surveillance Process. The medical surveillance process includes collection of pertinent data, evaluation of the data, occupational health review and determination of medical service requirements, accomplishment of those requirements, and subsequent occupational health review of the results with recommended actions. Shall design a web-based Data Collection Form (DCF) for collection of exposure data. DCFs will be collected electronically from employees within 30 days of employment or reassignment, and annually by birth date. Employees must receive a DCF in sufficient time prior to birth month to permit timely completion and submission of the form for all exams to be conducted during the employee's birth month. The DCF will be matched to the current databases. The DCF data elements are listed at Appendix C. Unless otherwise determined by the COR, execution of the DCF will be accomplished during the first year of the contract award within 15 months of the birth month so that there will be a maximum of three months lag time during the data migration. Appendix D provides a DCF Process Flowchart. Shall analyze collected data and develop medical screening recommendations for all employees. Shall notify employees, their supervisors, respective OSH Managers and Safety and Health Monitors of required medical tests/exams. Shall provide Medical Surveillance Exams. Historically, medical exams have been predicated on using employee birth date as the exam frequency indicator. These exams shall include one or more of the following, dependent upon the OHP determination per position: vision screening, audiogram, urinalysis, blood chemistries (including Complete Blood Count/Whole Blood Count, immunizations, exposure specific tests for lead, asbestos, beryllium, chromium, etc., examination for conditions that would interfere with the employee performing the duties of the position and resultant limitation recommendations, and any other requisite tests based on exposure factors and conditions. The ordering officials will provide the contractor with lists of employees currently under medical surveillance. The lists shall include the employees' names, job titles, organizational codes, birth date, the work hazard exposure, and a managerial point of contact with phone number. All exam results and necessary restrictions will be reviewed with the affected employee. Every medical surveillance exam shall include, as a minimum, a review of the employee's work history, a review of the relationship, if any, between the employee's health and his/her work environment. Shall schedule and provide recommended medical exams with appropriate Physician participation and review. Ordinarily, these exams shall be scheduled and completed during the employee's birth month. Shall complete the appropriate action required by the medical exam results such as Medical Status Reports, Notification Letters to employees/supervisors/safety managers, annotations to the Employee Medical File (EMF), etc. Shall provide the ordering official with a weekly summary of services and costs incurred under the purchase card system. Ordering officials will provide the COR a monthly summary of all services. Shall assure that accredited laboratories are used for all medical analyses. Shall provide medical evaluations to support various personal protective equipment requirements such as confined space entry, respirator clearance, laser exposure, etc. Shall provide trend analysis of medical exam results to support recommendations for similar exposure groups. Shall provide Board-Certified OHP review of all OH/MS medical record input. Shall maintain and Operate Medical Surveillance and Health Promotion and Wellness Databases. Shall maintain MS database to include exposure intake data, screening recommendations, medical status, timelines, and disposition. Currently there are two databases in use at DCMA - one maintained by DCMA E and the other by DCMA W. Data from these databases shall be migrated to the contractor's database. Each of the DCMA databases use an NT server, windows-based technology with SQL architecture and Oracle connectivity. Shall maintain HP&W database to include Health Risk Appraisals (HRAs), medical screening exams, education & training events, health fairs, and immunizations. Shall provide access to the database for designated personnel such as the COR and ordering officials. The COR for OH/MS shall have access to the database for the purpose of executing programmatic ad hoc queries and reports. Shall provide for database evolution. The Government shall own the data in the database. It is expected that additional data elements, queries, and reports may be necessary and that the contractor will propose how they will adapt to changes for an evolving database. Appendix E provides a synopsis of required reports. Additional reports may be required as identified requirements arise. Shall Maintain Employee Medical Files and Records. Shall maintain a repository for all official OH/MS medical records in accordance with 29CFR1910, DLAR 1444.5 reference for EMF requirement, or DoD level. All official medical records are property of the Government and will be returned to DCMA at contract end and all other similar, related, and duplicative records/reports/data shall be destroyed. Shall provide a Board-Certified OHP review of all medical record input. Shall assure medical records and files are maintained in accordance with the Privacy Act of 1974 and subsequent amendment requirements. This includes transfer to the next duty station for all employees. Assure appropriate transfer of the EMF to the respective Federal Records Center upon employee termination or retirement. Shall assure employee medical records include OH/MS and HP&W medical services. Identify separate records for OH/MS and HP&W medical services. Shall Provide Occupational Health Services. Shall provide Health Hazard Assessments (HHAs) as ordered. This includes testing and air monitoring at field sites for occupational hazards such as chemical, biological, and physical exposures, confined spaces, noise, indoor air quality, water, radiation, and ergonomics. Shall provide HHA results in form and timeframe as ordered by the designated officials. Shall provide analytical studies, results, and reports required. All required analyses are provided in accordance with National Institute for Occupational Safety and Health (NIOSH) approved methods at accredited labs. Shall maintain equipment in accordance with manufacturer's recommendations and/or industry standards for all equipment used in performance of all HHAs, medical testing, and other operations. Shall Provide Related Consultations. Shall provide various consultations related to OH such as American Disability Act reasonable accommodations and fitness-for-duty guidance. The OHP shall conduct fitness for duty physicals within 5 working days from date of the ordering official request. The ordering official shall provide descriptions of the job requirements for those employees identified as requiring fitness for duty exams. A psychiatric evaluation or the services of other practitioners may be required as part of this exam. A written narrative shall be provided by the OHP or any subcontractor used for a referral service within 5 working days of the evaluation. Shall Provide a Health Promotion & Wellness Services Plan to provide the following services. Shall provide HP&W services at facilities arranged for by the contractor. Provision of HP&W services at DCMA sites is encouraged with the proper coordination and advance planning. Low population density sites (< 30 employees) can be consolidated with no more than 1-hour (one-way) travel time. Include provision for services described below at DCMA HQ. Contractor shall offer services based upon the following personnel factors: Locations: There are approximately 850 locations; 96 locations have > 30 employees per facility, 166 have 11-30 employees, and 585 have 1-10 employees. Population concentration: 60% of population are in facilities with > 30 employees. Standard utilization rates: utilization rates for HP&W services are not known. Shall offer health education and training services to all DCMA employees that include the following DoDD 1010.10 required topics: Tobacco use prevention and cessation. Physical fitness. Nutrition. Stress management. Alcohol and drug abuse prevention. Early detection of hypertension. Health education and training services plan may include a mix of the following delivery mechanisms: On-site HP&W seminars (price for 1-50 seminars) exclusive of travel. Use of all communications media. Toll free line for questions. Shall offer all DCMA employees an annual voluntary health risk appraisal. A health risk appraisal includes these subjects, as a minimum, exercise, nutrition, smoking, alcohol & drug abuse, blood pressure, weight, cancer, & stress. The contractor is expected to provide follow-up of identified risk factors. Contractor shall include risk factor notification and records retention procedures. Contractor must market the anonymity and address privacy and confidentiality of personnel risk factors from access by DCMA. Shall develop and implement a marketing plan for HP&W programs. Such a program should include the security and benefits of the Health Risk Appraisal service and information about available insurance coverage. To ensure data roll up from each of the three districts and HQ to the HQ Quality of Life (QOL) manager, Contractor shall provide: Aggregate and general HRA trend data, at district levels and overall DCMA, for review and analysis by DCMA. Contractor will provide recommendations to the DCMA HQ QOL Manager for education and training services based upon the trend data. Shall offer all DCMA employees an annual voluntary health-screening exam that includes, as a minimum, blood pressure, cholesterol, and blood glucose using the latest technologies. Contractor is expected to provide follow up of identified risk factors. Where a DCMA facility coordinates a health fair, the contractor will offer the minimum required screening exams. Coordination of outside service providers for these services is permitted. Shall offer all DCMA employees an annual influenza vaccination. Shall offer health promotions including health fairs (e.g., Heart Month, National Smoke Out Month, etc.). PROCESS AND SERVICE SUMMARY. Medical Surveillance Examinations must be completed within 30 days of the scheduled date and results provided to employees within 5 days of the examination. Examination findings will be handled in accordance with the Privacy Act of 1974 and subsequent amendments. These examinations will be done to determine that the employee's health is not being impaired as a result of his/her employment or that any findings do not impair the employee's ability to perform his/her job. The actual evaluations will be conducted at locations identified by the Contractor. All NON-WORK related medical issues shall be discussed with the employee at the time of the evaluation and so indicated on the physical exam form. The contractor will notify the employee, the employee's supervisor, and the OSH Manager via the Medical Status Report when there are potential work-related results. All information will remain confidential. All individuals requiring medical examinations will be asked to sign an Authorization for Disclosure of Information form before any services are provided. An employee's refusal to sign the Authorization for Disclosure of Information form will be treated as a declination and so documented in the EMF. The contractor will not provide medical surveillance services in this instance. The contractor will notify the ordering official of any and all such declinations within 24 hours of such declination and provide the COR with a monthly report of declinations. It is anticipated that DCFs for approximately 12,000 employees will be completed and entered into the current databases maintained by DCMA E and DCMA W before the contract is awarded; however, any outstanding initial DCFs not yet completed or entered into the system will need to be accomplished by the contractor. The current databases shall be migrated into the contractor's database. The DCF shall be submitted to the contractor after internal agency processing through the employee's supervisor. Subsequent OHP questions relative to exposure will be directed to the COR for resolution. The OHP shall make medical examination recommendations based on the employee's exposure and medical history on a Screening Recommendations Form (SRF) or equivalent. The total time period from submission of the DCF to posting of the medical surveillance record to the employee records shall be 60 days or less. The DCF shall be submitted to the contractor after internal agency processing through the employee's supervisor. Subsequent OHP questions relative to exposure will be directed to the COR for resolution. Initial DCFs must be reviewed and processed within 90 days after award of contract. In other words, the lag time for the first year of contract performance in this regard shall not exceed three months of the employee's birth month. Preplacement/Baseline Examinations shall be completed within 30 days of the request to the contractor. Copies of all results shall be provided to the requestor and employees. Examinations and conclusions will be based upon the functional requirements and position description of the job as provided by DCMA or as described on SF 78, CSC Certificate of Medical Examination. Pre Deployment Evaluations shall be given to employees identified as needing pre-deployment clearance for overseas change of station. Travel vaccinations will be provided based on the recommendations of TRAVAX. Termination/Exit Medical Evaluations for employees in medical surveillance shall be done within 15 days of the request by the ordering official. Employees also shall be provided copies of the evaluation results. The contractor shall make medical records transfer to the requesting OSH Office within 5 working days. This shall be accomplished using a sealed envelope that is marked in accordance with the Privacy Act. Referrals of employees shall be made by the contractor for other occupational services not readily available at the health unit. These services may include, but are not limited to, tests for biological monitoring, chemical analysis, x-rays, and mental health consultation. Documentation required shall include but is not limited to those elements necessary to support and substantiate the OH/MS process. Annual report shall include, at a minimum, the number and types of medical procedures conducted, occupational illnesses/injuries that occur, non-occupational visits to the health units, immunizations, health education and promotions accomplished, etc. The contractor will collate the information contained within the daily logs to provide annual statistics. The report will be summarized and depicted separately for OH/MS and HP&W. The OHP shall assess Office of Worker's Compensation cases as the Government's expert, as ordered. We expect these services will take from one to two hours for such consultations. Accommodations of Disabilities. The contractor shall recommend accommodations to the ordering officials when occupational or non-occupational injuries and illnesses of employees require changes to be made in the workplace to keep them working productively. When an employee's personal physician recommends changes, the OHP shall review the recommendations and request clarification from the employee's personal physician when necessary or provide counter-recommendations when they are appropriate. Examples of injury or illness-related recommendations include ergonomically enhanced furniture or other equipment, personal space heaters, and handicapped parking. The contractor shall provide specific limitations (maximum weight that an employee can lift or carry, times that an employee can stand or sit, etc.) for employees with temporary or permanent work restrictions, as ordered. Witness Service. The OHP may be asked to provide expert witness services, as an occupational medicine specialist, which may include reviewing medical records, testifying at hearings or depositions, and consulting with Government attorneys and other professional services. The contractor may be asked to testify at hearings or depositions. The COR shall identify the particular expert witness services and the number of hours required for any given occasion. The depositions may be at the District HQs in Boston, MA or Carson, CA or at an attorney's office. Witness services shall be paid for at an hourly rate from the time of their arrival until departure. Reasonable and appropriate travel expenses in accordance with the Joint Travel Regulation will be paid by the DCMA organization that benefits from the testimony and will be authorized by that organization prior to the travel after consultation with the COR. Evaluation of Modified Work Requirements. Upon ordering official request, the OHP will assess a PCP's orders for modified work requirements of treatments to potentially eliminate work restrictions. The ordering official may request that the OHP follow up with a patient's private physician or hospital and review medical care for an occupational injury or illness. The OHP will render an opinion of the current capability of the individual to resume his or her duties and include a written narrative of the case. The OHP will provide the narrative within 5 working days of the request. Blood borne Pathogens Exposure Control Plan. The Contractor shall provide a Blood borne Pathogens Exposure Control Plan to the COR no later than 30 days after contract award. The Contractor is responsible for providing Quality Control to assure the requirements of the contract, as well as all state, local, and federal laws, are met as specified. Shall provide Health Hazard Assessments (HHA) as ordered. This includes testing and air monitoring at field sites for chemical, biological and physical exposures, confined spaces, noise, indoor air and water quality, radiation, and ergonomics; shall provide HHA results in form and timeframe as ordered by the designated officials; shall provide analytical studies, results, and reports required in accordance with NIOSH approved methods at accredited labs; shall maintain equipment in accordance with manufacturer's recommendations and/or industry standards for all equipment used in performance of all HHAs, medical testing, and health unit. HP&W Plan. The Contractor shall provide a plan for services, as identified in paragraphs under 4.7, no later than 30 days after contract award. The contractor shall provide the required health risk appraisal services within 30 days after the notice to proceed. The contractor shall initiate health screening, education and promotion services within 45 days of notice to proceed to be completed within the period of performance.
- Place of Performance
- Address: World-Wide
- Record
- SN00036676-W 20020308/020307124516 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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