SOA_201800482_-_Amendment_01.pdf

September 28, 2018

SOLICITATION, OFFER AND AWARD (SOA) 201800482

AMENDMENT 01

Attention Offerors:

This serves to notify all Offerors that SOA 201800482 is hereby amended to provide the following information to assist Offerors in the preparation of their proposals:

Amendments to the SOA:

1. Remove Section C.2.1.5 in reference to DOT physical assessments.

2. Correct numbering to Section C.2.3.3.3 to reference “C.2.3.3.”

3. Edit Section C.2.1.8.1(e) to include the following in bold: “The Contractor shall provide scan medical records and be digitally available in three (3) business days from receipt of the records request from the Board or their health care professional..”

Questions and Answer:

1. Section B, Paragraph B.1 states “Offerors shall use the forms included in this Section

B when submitting their Price Proposals.” Can Offerors edit the cost table to include additional information?

Answer: Yes

2. Section C, Paragraph C.2.1.1 states “Coordinate scheduling the pre-employment (initial) and annual fit-for-duty medical examinations for LEU, PSU, and Board-identified Facilities staff with Board personnel in those areas as designated by the Contracting Officer’s Representative (COR).” Please clarify if the Board’s intent is to have the Offeror coordinate with Board personnel with respect to this scheduling.

Answer: The Board’s goal continues to be reducing the amount of Board personnel time involved with scheduling and it’s anticipated that the current practice of providing birth month and officer contact information will be provided to the Contractor so they may directly schedule with the officers.

3. Section C, Paragraph C.2.1.2 states “As of the date this Solicitation is issued, there are currently 35 employees in the hearing conservation program and three (3) in the respiratory protection program (collectively, the Programs).” Please clarify if the Board would prefer (a) the Offeror include the additional costs associated with the Programs by assigning pro-rata costs of these Programs to the 150 Fit-For-Duty exams; or (b) the Offeror modify the Price Proposal Form to include another category for ancillary services such as these Programs that will be priced such that the Board is only invoiced for these Programs when such services are provided to those individuals in the Programs.

Answer: Option B. In addition, see response to question #1.

4. There is no mention of testing blood lead levels of those officers that work at the gun range. Blood lead level testing is not part of the standard blood testing performed and should be performed on the five (5) officers assigned to work at the gun range. Please confirm if blood lead level testing should be included as service desired by the Board;

and if so, should it be included as an ancillary service or included in 150 Fit-For-Duty costs on a pro-rata basis.

Answer: Please price the additional blood lead level testing as an ancillary service.

5. Section C, Paragraph C.2.1.2 states “There are approximately 180 law enforcement positions at the Board.” The Price Proposal Form in Section B only reflects 150 law enforcement positions. Please clarify if Offeror should extend pricing based on 150 or 180 law enforcement officers.

Answer: While it’s possible there may be 180 fit for duties per year, per our law enforcement group, there are typically 150 fit for duty exams annually and 25-30 new hire exams each year which is what is reflected in the total of 180. Please provide pricing based on 150, the actual number may be more or less.

6. Section C, Paragraph C.2.1.5 states “Perform physical examinations for the renewal of commercial driver’s licenses for the Board’s drivers, where applicable, in accordance with the Department of Transportation’s (DOT’s) protocol. The Price Proposal Form in Section B does not reflect any DOT physicals. Please clarify how many DOT physicals are estimated to be performed as well as how Offeror should include the pricing of DOT physicals on the Price Proposal Form.

Answer: This is a legacy service that is no longer needed and is removed from SOA.

7. Section C, Paragraph C.2.1.6 states “Recommend and review exercise stress tests for LEOs to determine fit for duty requirements, where applicable.” The Price Proposal Form in Section B does not reflect any stress tests. Please clarify how many stress tests are estimated to be performed as well as how Offeror should include the pricing of stress tests on the Price Proposal Form.

Answer: This review may be necessary as part of a return to work or fit for duty exam and will be part of the pricing for those exams on an as needed bases.

8. Section C, Paragraph C.2.1.8.1(e) states “The Contractor shall provide scan medical records and be digitally available in three (3) business days from receipt of the records from the Board or their health care professional. Please clarify if the word “request” should be inserted after the word “records”; creating a sentence that reads as follows:

The Contractor shall provide scan medical records and be digitally available in three

(3) business days from receipt of the records request from the Board or their health care professional

Answer: Yes, edit is accepted.

9. Section C, Paragraph C.2.2 states “Historically, the Board has conducted 30 ergonomic assessments per year.” Please clarify the minimum number of people the ergonomist will see on a given day as there is a pricing discount if the Board schedules three (3) or more ergonomic assessments in one (1) day. Is it possible to add a tiered ergonomic pricing structure to the Price Proposal Form as it would yield more cost-effective pricing?

Answer: Please include both pricing on the cost table for 1) one assessment per day and 2) discount for three (3) or more assessments per day.

10. Section C, Paragraph C.2.2 states “Historically, the Board has conducted 30 ergonomic assessments per year, at an average of 30 minutes for each assessment” and the contractor shall perform the five (5) services listed in C.2.2.1 - C.2.2.5.” The average time to perform an assessment, including five (5) services takes approximately 1.5 hours per assessment, including travel time, report preparation, and staff follow-up. Please clarify average time per assessment.

Answer: The actual assessment performed at the employee’s work location is typically 30 minutes, which does not include travel time, report preparation and staff follow up.

11. Section C, Paragraph C.2.3, Psychological Assessments, does not address who coordinates the scheduling of the officer’s psychological assessment. Please clarify if the Board’s intent is to have the Offeror coordinate the psychological assessment scheduling.

Answer: Yes, the intent is to have the Contractor coordinate the psychological assessments.

12. Section C, Paragraph C.2.3.3 states “Evaluation of an incumbent employee’s psychological fitness for duty may be requested by the Board” and the paragraph goes on to state the procedures the Board desires the psychologist to perform. The Price

Proposal Form in Section B does not reflect any such services for any officers other than potential new hires. Please clarify how many incumbent employees psychological fitness for duty assessments are estimated to be performed as well as how the Offeror should include the pricing of incumbent employees’ psychological fitness for duty on the Price Proposal Form.

Answer: The need for psychological assessments for incumbent employees are infrequent and are on an as needed basis. It would be highly unusual to exceed a few per year. The pricing for this should remain hourly.

13. Section C, Paragraph C.2.3.3.3 I believe contains a typographical error as it is written as “2.4.3.3.”

Answer: Noted and corrected.

14. Section C, Paragraph C.2.4, AED Program and Services - The list of services the Contractor shall provide to the Board does not include AED training. The American Heart Association addresses the implementation of an AED program and states:

“Placing AEDs in key locations, and making sure employees are trained to use them, can mean the difference between life and death.” Please advise if the Board would like Offerors to include an additional line item for AED training.

Answer: Yes, please include pricing for the AED training. The cost table has been updated to include AED training.

15. Section C, Paragraph C.2.3.3.2 states “Conduct the psychological fitness for duty evaluation using the International Association of Chiefs of Police’s (IACP) Pre- Employment Psychological Evaluation Guidelines.” The Board may want to include the IACP's Fitness For Duty Guidelines. Dr. Craig is a subject matter expert in this field and is on the guideline revision committee – see http://www.theiacp.org/psych_services_section. Please clarify the appropriate IACP Guideline.

Answer: IACP’s Fitness For Duty Guidelines are to be used.

16. There was no mention of including costs associated with pulmonary function testing, electrocardiograms, chest x-rays, or other special diagnostic tests which the physician may request be performed to determine an officer’s fit for duty. Please clarify if these costs should be priced as an additional ancillary service or if these costs need to be estimated and included in the per officer Fit-For-Duty cost.

Answer: These cost should be estimated and included in the per officer fit for duty cost.

All other terms and conditions of the solicitation remain unchanged.

Sincerely, Helen Nguyen Contract Specialist

Procurement Section, DFM