draftRFPQuestionsAnswers8_DHS CBP 06C26R0017.pdf

General Will CBP provide historical volume data by location, specialty, and month to assist with capacity planning?

CBP provides historical volume data by service type in the Background Section and Tables 1–4 of the SOW.

However, CBP is unable to provide a definitive list of city locations or monthly breakdowns. Offerors should use the historical trends provided for planning.

Does CBP expect a single national network provider, regional providers, or a multi vendor team structure?

The RFP does not prescribe a specific network structure. The Prime Contractor is responsible for meeting all requirements and may use subcontractors or a multi-vendor team at their discretion.

Can CBP clarify whether the 60 mile radius requirement applies to both urban and rural locations, including remote/isolated regions?

Yes, the 60-mile requirement applies to all locations unless otherwise stated. Exceptions for rural or underserved areas are included in the SOW and may be handled on a case-by-case basis with COR approval.

Please clarify whether CBP will consider waivers when specialty availability does not allow compliance with the stated timeframes.

Waivers or exceptions may be considered on a case-by-case basis with COR approval, particularly in rural or underserved areas.

For examinations requiring multiple specialists, does the entire package need to be scheduled within 5 days or only the initial appointment?

The SOW generally requires the initial appointment to be scheduled within the stated timeframe. If multiple specialists are needed, subsequent appointments should be scheduled as soon as possible, and the contractor should notify the COR if delays are anticipated.

Are telehealth appointments acceptable for any components of the medical or mental health examination?

Telehealth/virtual exams are not standard but may be considered with COR approval. For NPD/CBP, virtual psychiatric IMEs may be considered, but all virtual examination scheduling must be approved in writing by the

COR.

Does CBP require standardized examiner training that the contractor must deliver, or will CBP provide training materials?

The contractor is responsible for ensuring all staff are trained and certified as required. For some roles (e.g., specimen collectors), training must meet federal guidelines. CBP may provide templates or manuals for certain processes, but the contractor is responsible for overall training delivery and documentation.

Can nurse practitioners (NP) and/or physician assistants (PAs) complete the exams?

Yes, NPs and PAs can conduct general examinations, but for NPD, they must be signed off by a DO or MD. For CBP Hiring Center, NPs/PAs can conduct exams without co-signing if allowed by State Scope of Practice.

Mental Health Examinations Does CBP require the mental health examiner to be physically located in the same state where the candidate resides?

The SOW does not specify this requirement. Licensing and state law must be followed, but remote/telehealth options may be considered with COR approval.

Are remote/tele psychological assessments permissible for any portion of the evaluation?

Remote/tele psychological assessments may be considered on a case-by-case basis with COR approval, especially for psychiatric IMEs.

Does CBP require the use of specific psychological instruments, or may the contractor propose equivalent validated tools?

The SOW does not mandate specific instruments. Contractors may propose equivalent validated tools, subject to COR approval.

Independent Medical Examinations (IMEs)

How should the contractor proceed if a required specialist is not available within 60 miles?

The contractor must obtain COR approval before scheduling outside the 60-mile radius. If no specialist is available, the COR should be notified for guidance.

Are virtual IME interviews permitted when clinically appropriate?

Virtual IMEs may be considered, but only with prior written approval from the COR and Nurse Consultant.

Fitness Testing (PFT/SFST) Please confirm whether the contractor is responsible for providing all testing equipment or if CBP will supply any items.

The contractor is responsible for providing all equipment and supplies for fitness testing. CBP will not provide Government Furnished Equipment (GFE).

Does CBP require indoor testing facilities, outdoor facilities, or contractor discretion based on location?

The SOW requires facilities to meet specific size and equipment requirements but does not specify indoor vs.

outdoor. Contractor discretion is allowed as long as all requirements are met.

For safety personnel on site during tests, does CBP require EMS certification or basic first-aid qualification?

An Emergency Responder with current Basic Life Support (BLS) CPR/AED and First Aid certification (e.g., AHA or Red Cross) is required. EMS certification is not specifically required.

Are contractors required to maintain gender-specific administrators (e.g., for privacy accommodations)?

The SOW requires at least one male and one female collector for drug testing, but for fitness testing, gender-specific administrators are not explicitly required unless privacy or accommodation needs arise.

Drug Testing, Specimen Collection & MRO Please clarify whether CBP anticipates increased use of oral-fluid collections during the period of performance.

The SOW states that oral-fluid collections are allowed and may be used as part of the program, in line with HHS guidelines.

For 24/7 testing, is the contractor required to maintain fixed-site capability, mobile units, or both?

The contractor must be able to provide 24/7 coverage, which may include fixed sites, mobile units, or both, as needed to meet requirements.

What is the required response time for post accident or reasonable suspicion testing in remote areas?

The contractor must dispatch a collector within 1 hour of notification and complete the collection within 8 hours for post-accident testing. For reasonable suspicion, the contractor must respond within 30 minutes and provide a location within 1 hour.

Will CBP accept electronic Chain of Custody Forms (eCCF) for all test types?

Yes, eCCF is acceptable and phased implementation is allowed.

Does CBP require DOT-qualified collectors for all urine collections, or only for DOT-specific testing?

DOT qualification is required for DOT-specific testing. For other collections, HHS certification is required.

IT System, Security, and Data Exchange Does CBP require contractors to obtain a formal ATO or only comply with DHS security controls?

Contractors must obtain a formal Authority to Operate (ATO) if their systems interconnect with CBP systems.

Otherwise, compliance with DHS security controls is required.

Will contractors be permitted to use a commercial platform, or must it be CBP dedicated?

Contractors may use a commercial platform if it meets all DHS/CBP security and data requirements.

Are contractors required to provide real time dashboards, or will periodic data uploads suffice?

Contractors must provide a real-time dashboard accessible to CBP, updated at least daily, and support standard and ad hoc reporting.

International Services

Will CBP provide a list of international locations where testing and exams are historically needed?

CBP is unable to provide a definitive list of international locations. Historical data for overseas collections is provided in the SOW.

Are equivalent foreign medical standards acceptable if U.S. credentialing is not available?

U.S. credentialing is preferred. Equivalent foreign standards may be considered on a case-by-case basis with COR approval.

How should contractors handle medical documentation in foreign languages?

Contractors are responsible for ensuring all documentation is translated into English for CBP review.

Does CBP require international data handling to comply with U.S. cloud/data sovereignty policies?

Yes, all data handling, including international, must comply with U.S. federal data sovereignty and DHS/CBP security policies.