PRESOL | Q | Occupational Medical Examinations for DoD Police/Security Guards

FBO DAILY ISSUE OF MARCH 08, 2012 FBO #3757
SOLICITATION NOTICE

Q -- Occupational Medical Examinations for DoD Police/Security Guards

Notice Date: 3/6/2012
Notice Type: Combined Synopsis/Solicitation
NAICS: 621111 — Offices of Physicians (except Mental Health Specialists)
Contracting Office: Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
ZIP Code: 30905-5650
Solicitation Number: W91YTV-12-T-0052
Response Due: 3/23/2012
Archive Date: 5/22/2012
Point of Contact: Barry Baxter, 270-798-8165
E-Mail Address: Southeast Regional Contracting Office
(barry.baxter@us.army.mil)
Small Business Set-Aside: Total Small Business
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. W91YTV-12-T-0052 is issued as a request for quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-54. This acquisition is set-aside for Local Area Small Business under NAICS code 621111, Size Standard $10,000,000.00. To be considered a small business in the local area, the contractor's place of business must be located within 25 miles of the US Army Garrison - Miami located at 9301 NW 33rd Street, Doral, FL 33172. FAR provisions and clauses in this solicitation may be viewed at http://www.arnet.gov/far/. DFARS clauses may be viewed at http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html. The requirements of this solicitation are: 0001: Annual Physical Test, Quantity Forty-Five (45) Each, Period of Performance 1 APR 12 - 30 SEP 12 0002: Fit For Duty Test, Quantity Twelve (12) Each, Period of Performance 1 APR 12 - 30 SEP 12 0003: Pre-Employment Test, Quantity Fifteen (15) Each, Period of Performance 1 APR 12 - 30 SEP 12 0004: Contractor Manpower Reporting, One (1) Each, Period of Performance 1 APR 12 - 30 SEP 12 1001: Annual Physical Test, Quantity Forty-Five (45) Each, Period of Performance 1 OCT 12 - 30 SEP 13 1002: Fit For Duty Test, Quantity Twelve (12) Each, Period of Performance 1 OCT 12 - 30 SEP 13 1003: Pre-Employment Test, Quantity Fifteen (15) Each, Period of Performance 1 OCT 12 - 30 SEP 13 1004: Contractor Manpower Reporting, One (1) Each, Period of Performance 1 OCT 12 - 30 SEP 13 2001: Annual Physical Test, Quantity Forty-Five (45) Each, Period of Performance 1 OCT 13 - 30 SEP 14 2002: Fit For Duty Test, Quantity Twelve (12) Each, Period of Performance 1 OCT 13 - 30 SEP 14 2003: Pre-Employment Test, Quantity Fifteen (15) Each, Period of Performance 1 OCT 13 - 30 SEP 14 2004: Contractor Manpower Reporting, One (1) Each, Period of Performance 1 OCT 13 - 30 SEP 14 3001: Annual Physical Test, Quantity Forty-Five (45) Each, Period of Performance 1 OCT 14 - 30 SEP 15 3002: Fit For Duty Test, Quantity Twelve (12) Each, Period of Performance 1 OCT 14 - 30 SEP 15 3003: Pre-Employment Test, Quantity Fifteen (15) Each, Period of Performance 1 OCT 14 - 30 SEP 15 3004: Contractor Manpower Reporting, One (1) Each, Period of Performance 1 OCT 14 - 30 SEP 15 4001: Annual Physical Test, Quantity Forty-Five (45) Each, Period of Performance 1 OCT 15 - 30 SEP 16 4002: Fit For Duty Test, Quantity Twelve (12) Each, Period of Performance 1 OCT 15 - 30 SEP 16 4003: Pre-Employment Test, Quantity Fifteen (15) Each, Period of Performance 1 OCT 15 - 30 SEP 16 4004: Contractor Manpower Reporting, One (1) Each, Period of Performance 1 OCT 15 - 30 SEP 16 Pricing for each CLIN shall be inclusive of all costs to complete the test. Period of Performance is 1 April 2012 to 30 September 2012 with four (4) one-year options as indicated above. All quantities are estimated. The contractor shall only be paid for actual tests performed. CLAUSES INCORPORATED BY FULL TEXT 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS (JUN 2010) ADDENDUM TO 52.212-4 (u) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and LOCAL clauses included herein are incorporated into this contract either by reference or in full text. If incorporated by reference, see clause 52.252-2 herein for locations where full text can be found. CLAUSES INCORPORATED BY REFERENCE 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2010) 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment (DEC 2010) 52.219-6 Notice Of Total Small Business Set-Aside JUN 2003 52.219-28 Post-Award Small Business Program Rerepresentation (APR 2009) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition Of Segregated Facilities FEB 1999 52.222-26 Equal Opportunity (MAR 2007) 52.222-36 Affirmative Action For Workers with Disabilities (OCT 2010) 52.222-50 Combating Trafficking in Persons FEB 2009 52.223-18 Encouraging Contractor Policies To Ban Text Messaging While Driving AUG 2011 52.224-1 Privacy Act Notification (APR 1984) 52.224-2 Privacy Act (APR 1984) 52.225-13 Restrictions on Certain Foreign Purchases JUN 2008 52.232-33 Payment by Electronic Funds Transfer--Central Contractor Registration OCT 2003 52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.242-13 Bankruptcy (JUL 1995) 252.201-7000 Contracting Officer's Representative (DEC 1991) 252.203-7000 Requirements Relating to Compensation of Former DoD Officials (JAN 2009) 252.203-7002 Requirement to Inform Employees of Whistleblower Rights JAN 2009 242.204-7000 Disclosure of Information (DEC 1991) 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7008 Export-Controlled Items APR 2010 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports MAR 2008 252.232-7010 Levies on Contract Payments DEC 2006 CLAUSES INCORPORATED BY FULL TEXT 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of contract expiration. (End of Clause) 52.217-9 -- Option to Extend the Term of the Contract. Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 calendar days of expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least ___ days [60 days unless a different number of days is inserted] before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. (End of Clause) 52.237-7 Indemnification and Medical Liability Insurance (JAN 1997) (a) It is expressly agreed and understood that this is a nonpersonal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over professional aspects of the services rendered, including by example, the Contractor's professional medical judgment, diagnosis, or specific medical treatments. The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts or omissions by it or by its employees or agents. The Contractor shall maintain during the term of this contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence: $1,000,000.00. (b) An apparently successful offeror, upon request by the Contracting Officer, shall furnish prior to contract award evidence of its insurability concerning the medical liability insurance required by paragraph (a) of this clause. (c) Liability insurance may be on either an occurrences basis or on a claims-made basis. If the policy is on a claims-made basis, an extended reporting endorsement (tail) for a period of not less than 3 years after the end of the contract term must also be provided. (d) Evidence of insurance documenting the required coverage for each health care provider who will perform under this contract shall be provided to the Contracting Officer prior to the commencement of services under this contract. If the insurance is on a claims-made basis and evidence of an extended reporting endorsement is not provided prior to the commencement of services, evidence of such endorsement shall be provided to the Contracting Officer prior to the expiration of this contract. Final payment under this contract shall be withheld until evidence of the extended reporting endorsement is provided to the Contracting Officer. (e) The policies evidencing required insurance shall also contain an endorsement to the effect that any cancellation or material change adversely affecting the Government's interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer. If, during the performance period of the contract the Contractor changes insurance providers, the Contractor must provide evidence that the Government will be indemnified to the limits specified in paragraph (a) of this clause, for the entire period of the contract, either under the new policy, or a combination of old and new policies. (f) The Contractor shall insert the substance of this clause, including this paragraph (f), in all subcontracts under this contract for health care services and shall require such subcontractors to provide evidence of and maintain insurance in accordance with paragraph (a) of this clause. At least 5 days before the commencement of work by any subcontractor, the Contractor shall furnish to the Contracting Officer evidence of such insurance. (End of Clause) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://farsite.hill.af.mil/ (End of clause) 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) (a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause. (b) The use in this solicitation or contract of any DoD FAR Supplement (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of clause) EXPORT-CONTROLLED ITEMS (APR 2010) (a) Definition. "Export-controlled items," as used in this clause, means items subject to the Export Administration Regulations (EAR) (15 CFR Parts 730-774) or the International Traffic in Arms Regulations (ITAR) (22 CFR Parts 120-130). The term includes: (1) "Defense items," defined in the Arms Export Control Act, 22 U.S.C. 2778(j)(4)(A), as defense articles, defense services, and related technical data, and further defined in the ITAR, 22 CFR Part 120. (2) "Items," defined in the EAR as "commodities", "software", and "technology," terms that are also defined in the EAR, 15 CFR 772.1. (b) The Contractor shall comply with all applicable laws and regulations regarding export-controlled items, including, but not limited to, the requirement for contractors to register with the Department of State in accordance with the ITAR. The Contractor shall consult with the Department of State regarding any questions relating to compliance with the ITAR and shall consult with the Department of Commerce regarding any questions relating to compliance with the EAR. (c) The Contractor's responsibility to comply with all applicable laws and regulations regarding export-controlled items exists independent of, and is not established or limited by, the information provided by this clause. (d) Nothing in the terms of this contract adds, changes, supersedes, or waives any of the requirements of applicable Federal laws, Executive orders, and regulations, including but not limited to- (1) The Export Administration Act of 1979, as amended (50 U.S.C. App. 2401, et seq.); (2) The Arms Export Control Act (22 U.S.C. 2751, et seq.); (3) The International Emergency Economic Powers Act (50 U.S.C. 1701, et seq.); (4) The Export Administration Regulations (15 CFR Parts 730-774); (5) The International Traffic in Arms Regulations (22 CFR Parts 120-130); And (6) Executive Order 13222, as extended; (e) The Contractor shall include the substance of this clause, including this paragraph (e), in all subcontracts. (End of clause) 252.212-7001 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (DEC 2010) (DEVIATION) (a) In addition to the clauses listed in paragraph (b) of the Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items clause of this contract (FAR 52.212-5) (OCT 2010) (DEVIATION), the Contractor shall include the terms of the following clause, if applicable, in subcontracts for commercial items or commercial components, awarded at any tier under this contract: 252.237-7010 252.237-7019 Prohibition on Interrogation of Detainees by Contractor Personnel (NOV 2010) (Section 1038 of Pub. L. 111-84). Training for Contractor Personnel Interacting with Detainees (SEP 2006) (Section 1092 of Pub. L. 108-375). 252.247-7003 Pass-Through of Motor Carrier Fuel Surcharge Adjustment to the Cost Bearer (JUL 2009) (Section 884 of Public Law 110-417) 252.247-7023 Transportation of Supplies by Sea (MAY 2002) (10 U.S.C. 2631) 252.247-7024 Notification of Transportation of Supplies by Sea (MAR 2000) (10 U.S.C. 2631) (End of clause) FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (MAY 2011) (DEVIATION) (a) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (a) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records -- Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (b) (1) Notwithstanding the requirements of any other clause in this contract, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (b)(i) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $550,000 ($1,000,000 for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) Reserved. (iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212). (vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). (vii) Reserved (viii) 52.222-41, Service Contract Act of 1965, (Nov 2007), (41 U.S.C. 351, et seq.) (ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___ Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (Feb 2009) (41 U.S.C. 351, et seq.) (xii) 52.222-54, Employment Eligibility Verification (Jan 2009). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately-Owned U.S.- Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of Clause) 52.212-1 -- Instructions to Offerors -- Commercial Items (JUN 2008) ADDENDUM TO 52.212-1 (m) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and LOCAL provisions included herein are incorporated into this solicitation either by reference or in full text. If incorporated by reference, see provision 52.252-1 herein for locations where full text can be found. 52.225-25 -- Prohibition on Engaging in Sanctioned Activities Relating to Iran--Certification. 52.252-1 -- Solicitation Provisions Incorporated by Reference (FEB 1998). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://farsite.hill.af.mil (End of Provision) 52.252-5 -- Authorized Deviations in Provisions (APR 1984) (a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision. (b) The use in this solicitation of any DoD FAR Supplement (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of Provision) 52.212-2 -- Evaluation -- Commercial Items (JAN 1999) ADDENDUM TO 52.212-2 Paragraph (a) is hereby replaced with the following: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the lowest priced technically acceptable offer. The following factors shall be used to evaluate offers: 1. Location to the US Army Garrison - Miami. To be considered acceptable, the contractor's facility must be located within a 25 mile radius. 2. Availability of a Board Certified Internist or Occupational Health Physician at the contractor's location. To be considered acceptable, the contractor must have a Board Certified Internist or Occupational Health Physician on staff, and physically located at the contractor's facility. 3. Price. Price will be evaluated inclusive of the base period and all option years. 52.212-3 Offeror Representations and Certifications -- Commercial Items (May 2011) PERFORMANCE WORK STATEMENT (PWS) 1.0. The purpose of this contract is to obtain professional services as needed to support the United States Army Garrison - Miami, Department of Emergency Services (USAG - Miami DES). The Contractor shall provide a comprehensive occupational medical examination program for USAG - Miami DES employees in accordance with Federal Personnel Manual PPA A930-A-1, and Army Regulation (AR) 190-56, Paragraph 2-3(1). The physical examinations provide medical determination of the fitness of applicants or incumbents, who will be known as examinee(s) throughout the solicitation, to perform the essential function in work conditions of a Department of Defense (DoD) Police/Security Guard, and disclose any health issues that may prevent the effective performance of official duties. DoD Police/Security Guard positions are classified as dangerous or physically demanding to such a degree that an examinee's medical condition is necessarily an important consideration in determining ability to perform safely. 2.0. The Contractor shall provide the necessary facilities, staff, materials, and equipment to administer an all-inclusive medical examination program that includes medical reviews to obtain additional information from examinee's personal health care provider to resolve personal medical issues which affect a medical determination. The Contractor shall be located no more than 15 miles away from the U.S. Southern Command Headquarters, located at 9301 NW 33rd Street, Doral, FL 33172. The Contractor shall provide the Contracting Officer Representative (COR) medical documentation and data reports as outlined in the contract. 2.1. All data, electronic and hard copy will become Government Property at contract termination. Data will be transferred to Government or designee at a specified time and place. The Contracting Officer (KO) or designee will inform Contractor of requirements for records transfer thirty (30) days prior to termination of contract. 2.2. The Contractor will be responsible for providing a medical determination for all individuals that have completed exams to contract termination. Ninety (90) days prior to contract termination the Contractor will provide to KO or designee a list of individuals in "Pending" status. All individuals in "Pending" status will be resolved within sixty (60) days from contract termination. Documentation for individuals in Pending past the sixty (60) day period will be provided to KO for resolution prior to final payment. 3.0. GENERAL WORK REQUIREMENTS 3.1. Work will be performed in accordance with terms and conditions of the contract. Data and/or property may be furnished in accordance with the Government- Furnished Property (GFP) clause, as needs dictate. The contract will be Firm-Fixed Price (FFP). 4.0. CONTRACTOR PROVIDED CRITICAL ITEMS, SERVICES 4.1. The contractor shall provide existing, fully operational organization of examining physicians in facilities staffed by health care professionals whose scope of practice is determined by State licensure. Licensed health care professionals can be a physician or Physician's Assistant (PA). Clinical services provided by the licensed health care professional will be verified by the Contractor to ensure medical information obtained in clinical examination is within the scope and bounds of the licensed health care professional's authority. 4.2. The Contractor shall perform all phases of an examination in one day, at a facility located in close Proximity (25 highway miles) to the U.S. Southern Command Headquarters. An exception is granted to the time performance requirement of one day for the PPD reading only as this procedure occurs 48 - 72 hours after administration. 4.3. A map with contact information for all clinics will be provided to KO or designee within thirty (30) days of contract initiation for verification of fifteen (25) mile highway limit. 4.4. The Contracted medical facilities shall have access to providers in Audiometry and Ophthalmology located within or near (within 25 miles) the contracted medical facility. 4.5. All exams shall be sent to the COR within two (2) business days of appointment scheduling by Contractor. 4.6. The Contractor shall be responsible for retaining copies of all medical records in the database and results of tests performed for all phases of an individual's exam. 4.7. The Contractor will be responsible for scanning all documents, Faxed or mailed, during the life of the contract to ensure proper documentation is maintained. 4.8. The Contractor shall have sufficient full-time medical staff to adequately supervise and audit the examining facility. 4.9. The Contractor will provide a written established system for quality control. 4.10. Staff shall include, at a minimum, physicians Board-certified in Internal Medicine and/or Occupational Medicine with the ability to exercise perceptive judgment on health standards. 4.11. The Contractor shall ensure the facility responsible for implementation of examinations meets Contract requirements. 4.12. The Contractor shall have sufficient appointment scheduling staff available from 7:00 AM ET through 7:00 PM ET, Monday through Friday, Federal holidays excluded, to contact an examinee and clinical resource via conference call, arranging an appointment within the contract specified time frame. 4.13. The Contractor shall have sufficient staff to forward any examinee correspondence requesting further medical information within the contract specified time frame. 4.14. The Contractor shall have toll free numbers for examinees to contact the Contractor's scheduling department and for faxing Contractor requested medical information. 5.0. RECORDS ADMINISTRATION 5.1. Contractor shall have appropriate and sufficient facilities, space, and personnel to maintain the program. Minimum requirements include a secure web interface, automated medical clinical appointment scheduling, a secure web interface with access to records of all individual examinations, the system shall be capable of tracking individual examination status, query capability to retrieve information on individuals, agencies, exams and dates, easily accessible central location for individual hard copy examination records, and all faxed or mailed information will be scanned into database. 5.2. The database shall, at a minimum, maintain the following information pertinent to each examinee, Name, Social Security Number/Unique Identifier, Date of Birth, Agency, Address (work or home) and phone numbers (work, home, or cell), Date of all arduous duty examination(s), Age, Name, phone number, and email address of Management Officer, Month and year of next examination, Exam category (Annual/Pre-Employment/Fit for Duty), Status of all past and ongoing examination(s), Event log of all past and ongoing examination(s), and Any special instructions provided by the exam requester relating to the examinee. 5.3. Files shall be maintained at a security level consistent with HIPAA Security Rule requirements for medical records storage and continually updated as new information becomes available. 5.4. The medical information and tracking information files shall be separate, but directly linked. 5.5. All examination and examinee information shall be retained in a secure database. 5.6. The Contractor shall have a written Standard Operating Procedures that allow for effective communication between the examining facility and the COR in a confidential manner. 5.7. The Contractor shall not breach the confidential nature of the medical records generated under this contract. 5.8. The Contractor shall maintain all original medical examination/screening forms in a secure location meeting all federal requirements for medical records (See http://www.opm.gov/fedregis/2000/65-24731-a.txt). 5.9. Upon request by the examinee or COR, the Contractor shall provide, at no cost, copies of all completed medical record information as requested. 5.10. All requests for medical information by the examinee shall be accomplished and sent via fax, postal service or express shipment, or email in a pdf to the requesting party within five (5) working days. 5.11. Requests for medical information by the COR shall be accomplished via the method specified by the COR at no additional charge to the contract. 5.12. Contractor shall provide a link on website front page with an evaluation questionnaire to be completed by examinees. The questionnaire will be developed by the Contractor and provided to the COR for approval prior to post on front page of the Contractor website. 5.13. Completed questionnaires will be sent electronically to the COR and KO for review. 6.0. APPOINTMENT SCHEDULING PROCEDURES 6.1. The COR will contact Contractor through secure website for examination request. The COR will request examinations for any employment category. Designated personnel will be able to track examination progression through routine updates provide to the COR. 6.2. The Contractor shall contact examinees via specified method to schedule an appointment. 6.3. The Contractor shall communicate with the COR if incorrect information is submitted for scheduling purposes. The Contractor shall obtain the correct information to contact examinees and complete an update of the website. 6.4. Through the examination scheduling website at the Contractor level, all demographic data on the first call to the examinee by Scheduling will be verified and updated, as required. 6.5. All requests for examination appointments shall be completed within two (2) business days of request. 6.6. The Contractor shall ensure exam schedules and periodicity as established by the COR. 6.7. The Contractor will attempt contact with examinee utilizing specified first priority, second priority, then third priority phone number(s)/address/email provided to the Contractor. 6.8. If the Contractor is unable to reach examinee after the second attempt on second business day, Contractor shall notify the COR in writing via email. 6.9. The Contractor shall initiate the exam appointment process under the same priority contact information and within the above stated time frames when examinee contacts Contractor. 6.10. The Contractor shall notify the COR of missed appointments via email. 6.11. The Contractor shall be responsible for reinitiating exam scheduling process in one phone call by the examinee, to be completed within twenty-four (24) hours. 6.12. The Contractor shall provide access to a facility located within a twenty (20) mile radius of examinees residence or duty station to allow examinee to meets needs of the organization. 6.13. The Contractor shall ensure requested exam paperwork reflects current Agency and current examinee information. 6.14. The Contractor shall certify with examinee during scheduling call the following information, Examinees mailing address for exam, All demographic information located in secure website, COR phone numbers, email addresses, and Information as required for contact during the further evaluation or waiver process 7.0. MISSED EXAMINATIONS 7.1. A missed examination under the terms of this contract will be defined as "an examinee who fails to attend a scheduled appointment with the Contractor". 7.2. If an examinee fails to attend scheduled appointment, cancels or reschedules less than forty-eight (48) hours prior to appointment, the COR and KO will be notified within one (1) business day. The KO, in consultation with the COR will review the facts and circumstances surrounding the missed appointment and determine whether mission requirements dictated the missed appointment, or whether the examinee will be held liable. The decision for payment for missed appointments rests solely with the KO. 7.3. Contractor will be required to provide a log of scheduling and written documentation from the servicing facility. This will be submitted with monthly invoices and sent to COR for review for all missed appointments. All documentation will be posted on the database and accessible through the web interface to the COR. 8.0. EXAMINATION PROCEDURES 8.1. The Contractor shall ensure the requested exam paperwork reflect the current Agency and current examinee information. 8.2. Examinee unit identifier or demographic updates, or Agency transfers occurring after the initial exam request shall be automatically updated through the examination procedure software. 8.3. Examining facility shall perform all phases of the examination in one day, unless otherwise medically required (i.e. PPD read) and provide the results for the examination to the COR in an OF Form 178. Clinical errors which result in retesting shall be performed at no charge. 8.4. The Contractor shall provide clearance information via a secure website for the COR within five (5) working days of appointment date. 8.5. A written summary of exam findings shall be submitted along with any examinee personal health care provider diagnosis/prognosis/treatment recommendations, which shall be incorporated in the database. 8.6. A written summary at the conclusion of the examination will be provided to the examinee. This will include a statement that the examinee has been cleared; pending review by Contractor, or more information is needed by Contractor. Clinical findings for the examinee not cleared will be provided at the conclusion of examination. 8.7. If the Contractor's staff indicates a need for further medical information to reach a clearance determination, the examinee shall be notified by the Contractor within five (5) working days to contact their primary care physician with additional information need(s). 8.8. The Contractor shall ensure that during the performance of medical examination the examinee's identity is verified at time of exam, and that the examinee reviews self disclosure information. 8.9. The Contractor shall retain all original medical exam(s) in Contractor's secure medical records facility, transferring these records only through written direction by COR or at termination of contract. 9.0. EXAM REQUIREMENTS 9.1. 5 CFR 339.301 requires an individual who has applied for or occupies a position which has medical standards or physical requirements report for a medical examination. The following exams will authorized during this contract. All exams to be used by the Contractor will be approved by the KO and are subject to change with new technology, testing requirements, and examination procedures. Examples of the form to be used to report the results of the exams can be found at: https://cpolrhp.cpol.army.mil/eur/overseas/inprocessing/OF178.pdf 9.2. Annual Exam: Medical History Review Physical Annual Examination Vision Screening (Corrected and Uncorrected, far visual acuity; color vision, peripheral vision; depth perception) Audiometry (500, 1K, 2K, 3K, 4K, 6K, 8K Hertz; 0dBA to NR) Electrocardiogram Spirometry Strength & Flex CBC (hgb. hct. plate., WBC w/diff.) dipstick UA, and blood chemistries (LDH, SGOT/AST, SGPT/ALT, CGT, bilirubin, total chol., LDL-C, HDL-C, triglycerides, blood sugar) Standards Review and Summary Statement 9.3. Pre-Employment Exam: Medical History Review Physical Annual Examination Vision Screening (Corrected and Uncorrected, far visual acuity; color vision, peripheral vision; depth perception) Audiometry (500, 1K, 2K, 3K, 4K, 6K, 8K Hertz; 0dBA to NR) Electrocardiogram Spirometry Strength & Flex CBC (hgb. hct. plate., WBC w/diff.) dipstick UA, and blood chemistries (LDH, SGOT/AST, SGPT/ALT, CGT, bilirubin, total chol., LDL-C, HDL-C, triglycerides, blood sugar) Standards Review and Summary Statement 9.4. Fit for Duty Exam: Medical History Review Physical Annual Examination Vision Screening (Corrected and Uncorrected, far visual acuity; color vision, peripheral vision; depth perception) Audiometry (500, 1K, 2K, 3K, 4K, 6K, 8K Hertz; 0dBA to NR) Electrocardiogram Spirometry Strength & Flex CBC (hgb. hct. plate., WBC w/diff.) dipstick UA, and blood chemistries (LDH, SGOT/AST, SGPT/ALT, CGT, bilirubin, total chol., LDL-C, HDL-C, triglycerides, blood sugar) Standards Review and Summary Statement 10.0. MEDICAL CLEARANCE/MEDICAL REVIEW OFFICER (MRO) PROCEDURES 10.1. The Contractor shall ensure a Board Certified Internist or Occupational Health Physician reviews each Annual, Pre-Employment and Fit for Duty exam for rating determination; functions as the MRO for this contract. 10.2. The Contractor shall ensure medical qualification standards consistency and program compliance through internal standard operating procedures in which all first year implementation examinations and all medical examination forms are reviewed by a MRO. 10.3. All Annual, Pre-Employment and Fit for Duty medical procedure data and physicians notes shall be reviewed by the Contractor's MRO, who provides a clearance determination following definitions as outline in Federal Personnel Manual PPA A930-A-1, and Army Regulation (AR) 190-56, Paragraph 2-3(1). 10.4. A written narrative explanation of the medical basis for any conclusion that the medical condition has, or has not, become static or well stabilized and the likelihood that the individual may experience sudden or subtle incapacitation as a result of the medical condition will be provided by the MRO. 10.5. If, during Quality Assurance/Quality Control (QA/QC) of the Annual exam, the Contractor's MRO does not agree with the physician's clearance determination, the Contractor will contact the physician and ascertain if the rating is in error. 10.6. If an initial rating clearance determination is reversed, the Contractor shall notify within (1) one business day of rating change to the COR and examinee. 10.7. If decision by the MRO is one of further information required to render a medical clearance determination (i.e. Pending), the Contractor shall notify within two (2) working days the "Pending" rating to the COR and the examinee. 10.8. The Contractor shall create and transmit additional "Further Evaluation" letter(s) to the examinee until sufficient information is received to reach a clearance determination. Each new date "Pending" will correlate with a new date Further Evaluation letter. 10.9. The Contractor shall submit to the KO or designee a data table on individuals in "Pending" status. This shall be submitted every ninety (90) days following contract initiation. 10.10. When all applicable medical information is obtained from examinee and personal physician information sources, and medical clearance is still not warranted (i.e. Not Cleared), the Contractor shall notify and forward, as requested by the COR, copies of all medical information. 10.11. The MRO shall notify the COR when an examinee is not granted medical clearance within two (2) working days of the non-clearance determination (i.e. Not Cleared). Notification items shall include at a minimum, Examinee's name, SSN/Unique Identifier, DOB, Medical condition and standard(s) not met, Recommendations/efforts to resolve non-clearance issue within two (2) working days of non-clearance determination, and Non-clearance information shall be stored in the Contractor's database. 10.12. The MRO shall notify the COR within two (2) working days when an examinee's non-clearance medical issues are resolved resulting in clearance (i.e. Cleared). Notification items shall include at a minimum, Examinee's name, SSN/Unique Identifier, DOB, Medical condition and standard not met, and medical review officer's determination resulting in clearance; within two (2) working days of final clearance decision, and Final clearance information shall be stored in the database. 10.13. As directed by the COR, the Contractor's MRO will review additional medical information forwarded to the Contractor on examinee's whose health status may have changed during the fiscal year. 10.14. The MRO shall provide the COR with an updated clearance determination.
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(https://www.fbo.gov/spg/USA/MEDCOM/DADA08/W91YTV-12-T-0052/listing.html)
Place of Performance: Address: US Army Garrison - Miami 9301 NW 33rd Street Doral FL; Zip Code: 33172
Record: SN02690101-W 20120308/120307120542-3a827bf91ab3fbe3d84b8a172929005f (fbodaily.com)
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