Attachment A - Final SOW - Psd 1801 Medical Exams.docx

Statement of Work (SOW) Medical Examinations and Fitness Determinations for Protective Service Division (PSD) Office of Intelligence, Security, and Emergency Response (S-60)/OST U.S. Department of Transportation

1. Purpose The U.S. Department of Transportation (DOT), Office of Intelligence, Security and Emergency Response (S-60), Office of the Secretary (OST), seeks qualified contractors to provide occupational medical examination services for applicants and employees assigned to the Protective Service Division (PSD), Occupational Series 1801.

The purpose of this requirement is to ensure applicants are medically qualified for PSD duties and employees remain medically fit to safely perform assigned protective services responsibilities.

2. Scope of Work The Contractor shall provide nationwide medical examination and medical review services for PSD applicants and employees.

Services shall include:

· Pre-employment medical examinations

· Periodic employee medical examinations

· Return-to-duty reviews

· Fitness-for-duty evaluations, when requested by the Government

· Medical records management related to this contract

· Secure status tracking and reporting

· Medical clearance determinations The Contractor shall provide all personnel, facilities, equipment, systems, and administrative support necessary to perform the work.

3. Applicable Standard This requirement applies to PSD positions in the 1801 occupational series. The Contractor shall conduct all medical reviews and evaluations in accordance with the Federal 1811 Law Enforcement Medical Standards. These standards are applied to ensure that Protective Service Division (PSD) personnel remain capable of safely executing essential safety-sensitive functions, including:

· Carrying a firearm and performing armed operations safely under stressful conditions

· Performing defensive tactics, emergency response, and other rigorous physical activities

· Operating a Government-owned vehicle in a safe manner The Government shall maintain final authority for all medical waivers and complex "Unable to Clear" determinations.

The Contractor shall submit written medical clearance determinations within 5 business days after receipt of complete medical records.

4. Period of Performance Base Period: 12 months Option Periods: Four 12-month option periods

5. Place of Performance Work shall be performed primarily at Contractor facilities and affiliated medical locations throughout the United States.

6. Contractor Requirements The Contractor shall demonstrate the ability to provide the following:

6.1 Nationwide Coverage

Medical exam locations reasonably accessible to employees and applicants across the United States.

6.2 Scheduling and Timeliness

Schedule appointments promptly after referral Conduct exams in one visit when practical Submit clearance determinations within 7 calendar days after receipt of complete records Notify the Government of delays or issues immediately

6.3 Qualified Personnel

The Contractor shall provide qualified licensed medical professionals, including a Medical Review Officer or equivalent physician responsible for final medical determinations.

6.4 Program Management

The Contractor shall provide a Program Manager as the primary point of contact for contract performance, scheduling, reporting, issue resolution, and coordination with the Contracting Officer’s Representative (COR).

6.5 Quality Control

The Contractor shall maintain internal quality control procedures to ensure accurate, timely, and consistent performance.

7. Security and Confidentiality The Contractor shall protect all personally identifiable information and medical information in accordance with applicable Federal laws, regulations, and contract requirements.

The Contractor shall:

· Use secure methods for transmitting records

· Limit access to authorized personnel only

· Prevent unauthorized disclosure

· Report any actual or suspected breach immediately

· Complete required Government privacy and cybersecurity training, if applicable

8. Medical Examination Services The Government will identify applicants or employees requiring services.

8.1 Pre-Employment Exams

The Contractor shall:

· Contact referred applicants with instructions

· Schedule required exams

· Review results

· Request additional information if needed

· Issue written medical determinations

8.2 Periodic Employee Exams

The Contractor shall:

· Coordinate recurring exams for current PSD employees

· Provide reminders as needed

· Review results

· Issue written medical determinations

8.3 Return-to-Duty Reviews

When an employee is returning from a medical absence or limitation, the Contractor shall review submitted medical documentation and determine fitness for duty or need for additional information.

8.4 Fitness-for-Duty Evaluations

When directed by the Government, the Contractor shall coordinate specialized evaluations and provide written findings and recommendations.

8.5 Medical Clearance Determinations

The Contractor shall issue written medical determinations using the categories below:

· Cleared – Individual meets medical standards for assigned duties.

· Unable to Clear – Additional medical information, testing, or documentation is required before a final determination can be made.

· Not Cleared – Individual does not meet required medical standards for assigned duties.

For PSD personnel, determinations must address the individual’s ability to safely perform essential functions, including:

· Carrying a firearm

· Operating a Government-owned vehicle

· Performing protective operations

· Participating in defensive tactics

· Responding to emergencies or high-risk incidents

The Contractor's Medical Review Officer (MRO) is responsible for applying the standards and issuing these determinations. However, the Government retains the final authority for all medical waivers and "Unable to Clear" determinations for complex cases.

9. Typical Exam Components Specific exam components may vary based on Government requirements and medical necessity. Services shall include, as applicable:

· Medical history review

· Physical examination

· Height and weight

· Blood pressure and vital signs

· Vision testing

· Hearing testing / audiogram

· Laboratory testing

· Resting EKG

· Stress testing when medically indicated

· Respiratory testing / spirometry

· Urinalysis

· Chest imaging when medically indicated

· Other medically necessary evaluations

10. Deliverables The Contractor shall provide:

· Written medical determinations

· Status reports (bi-weekly or monthly, as directed)

· Secure online status tracking or equivalent reporting method

· Monthly invoices with itemized services

· Transition support at contract start or end, if required

11. Reporting System The Contractor shall maintain a secure method to track referrals and exam status. At a minimum, the system or report shall show:

· Name

· Type of exam

· Date scheduled/completed

· Pending items

· Clearance status

· Remarks Access shall be limited to authorized Government personnel.

12. Government Responsibilities The Government will:

· Identify individuals requiring services

· Provide applicable medical standards and position requirements

· Designate a COR for oversight

· Review and accept deliverables

· Approve any authorized travel in advance

13. Transition At the start or end of performance, the Contractor shall cooperate with the Government and any successor contractor to ensure an orderly transition of records and services with no disruption.

14. Inspection and Acceptance Deliverables must be accurate, complete, clear, and timely. The Government may reject deficient deliverables and require correction.

15. Evaluation Considerations for Offerors Offerors should clearly address:

· Relevant experience providing occupational medical exams

· Nationwide provider network

· Secure records management capability

· Qualifications of key personnel

· Timeliness standards

· Quality control approach

· Price

16. Workload Estimates The following estimates are provided for planning and pricing purposes based on current Protective Service Division (PSD) staffing and recruitment goals:

· Initial Staffing Surge: The Government requires approximately 15 initial pre-employment exams to reach the authorized baseline of 30 positions

· Recurring Annual Volume: Upon reaching full staffing, the Contractor should anticipate approximately 10 periodic annual exams.

· Turnover Assumptions: Testing volume for return-to-duty, fitness-for-duty, and additional pre-employment exams will vary based on employee turnover and the recruitment pipeline.