Draft Statement of Objectives - Blackstone (FASTC) Occupational Health Clinic.pdf

SBU - CONTRACTING AND ACQUISITIONS

Bureau of Medical Services

Occupational Medical Support to Bureau of Diplomatic Security Training Facility

Blackstone, VA

Statement of Objectives

Purpose:

In order to meet the occupational medical and acute care needs of the Department’s employees, an onsite occupational medical clinic is needed in the designated space in building “A2” at Fort Pickett, Blackstone, VA 23824.

The Bureau of Medical services (MED) is responsible for occupational medical support to federal employees, family members, and other eligible persons participating in training programs provided by The Bureau of Diplomatic Security (DS). Nowhere is the provision of this occupational medical support more important than this critical training site for the Department. Routinely, participant trainees are exposed to simulated situations that can put them at risk for injury that may require immediate acute urgent care services and continued follow-up to inform and clear return to training authorization.

To meet these responsibilities, an occupational medical service support contract is required.

Scope:

The Department’s occupational medical clinic at Fort Pickett, Blackstone, VA, supports the occupational medical and acute care needs of the Department’s employees and promotes and safeguards the health and well-being of America’s diplomatic community.

To ensure the success of the occupational medical clinic, the Department seeks the services of a Contractor to provide the following support:

1. Provide initial set-up and medical furnishings/supplies of the two patient treatment rooms each approximately 110 sq ft, adjacent office approximately

100 sq ft, reception space approximately 235 sq ft, and storage space approximately 100 sq ft in the existing space in building A2 Suite 22.210 and storage space 22.214 to meet the requirements outlined in 2 a-c below.

2. Provide clinical services and care to a permanent population of about 600

Federal and third-party contract personnel in addition to a variable population of up to 750 additional trainees. Services shall include:

a. Occupational Medicine, Worker’s Compensation Evaluation and

Treatment, Episodic care of Minor Illnesses and Injuries, Screenings, Infectious disease related daily telehealth checks with secure video observation for employees who are required to quarantine (unvaccinated or not fully vaccinated) and mildly ill people in isolation in the hotel, limited immunizations, and health promotion/education with dedicated workspace logistics, and support staff for a contract medical provider.

b. Nursing support to above.

c. Limited Clinical Laboratory Improvement Amendments (CLIA) waived lab testing.

3. Provide adequate staffing to support the clinic operations 60 hours per week from 0600-1800 Monday -Friday.

Period and Place of Performance:

The Bureau of Diplomatic Security (DS) has the need for clinical occupational health services onsite at the Blackstone VA training site in the designated space in building

“A2” at Fort Pickett, Blackstone, VA 23824. The period of performance for the project will be a total of five (5) years, to include one (1) base year and four (4), one year option periods.

Background:

The Office of Occupational Health and Wellness (MED/CP/OHW) through the Office of

Acquisition Management (AQM) has a need to respond to critical threats to the

Department’s training missions domestically at the Bureau of Diplomatic Security’s (DS) training site in Blackstone, Virginia. The current and everchanging security status of diplomatic missions around the world have necessitated the increased operational tempo of the Foreign Affairs Security Training Center (FASTC) program for all overseas personnel as well as other security training provided to DS employees stationed domestically and abroad. MED/CP/OHW is responsible for occupational medical support to this facility for federal employees, family members, and other eligible persons.

Nowhere is the provision of this occupational medical support more important than at this critical training site for the Department. Routinely, participant trainees are exposed to simulated situations that can put them at risk for injury that may require immediate acute urgent care services and continued follow-up to inform and clear return to training authorization. This training develops the practical skills necessary to operate in today’s overseas environment. Hard skills training allows the foreign affairs community to learn how to detect surveillance, provide emergency medical care, increase identification skills to recognize Improvised Explosive Devices (IED), participate in firearms familiarization, and perform defensive/counterterrorist driving maneuvers. This mandatory training improves security and life safety for the protection of U.S. personnel operating abroad.

Most of the training requires a level of physical intensity that many participants do not regularly experience and may put them at greater risk of injury due to their fitness level and underlying chronic disease status. In order to meet the medical needs of both trainees and FASTC personnel, an immediate occupational medical services support contract is required.

Early in FY 2019, DS approached the Bureau of Medical Services (MED) to facilitate the acquisition of these services. Due to the urgent need for services and the pandemic situation that was developing, MED was able to secure authorization for an initial sole source acquisition of these services through Johns Hopkins HealthCare, LLC. As that procurement is nearing its expiration, the Department is now seeking to award a competitive long-term contract to provide the needed services.

Performance Objectives

The performance objective is to provide quality occupational medical services to the employees and trainees supporting the State Department training mission at Blackstone

VA, and to support the Bureau of Medical Service’s Mission to promote and safeguard the health and well-being of America’s diplomatic community. In accomplishing that objective, the following outcomes must be achieved:

a. Provide initial set-up and continued medical furnishings/supplies of the patient treatment rooms in the identified physical space in building A8 within 30 days of contract award.

b. Provide continuing clinical services and care according to established standards to a population of approximately 600 permanent training and admin personnel as well as a variable population up to 750 additional trainees for 60 hours per work week within 7 days of contract award.

c. Establish full primary, occupational, and emergency medical care services within

7 days of contract award.

d. Provide daily disease-related telehealth checks via secure video to non- or mildly-ill employees who are quarantined due to contact protocols within 7 days of contract award.

e. Provide monthly health education/promotional messaging to employees within 30 days of contract award.

f. Establish the capability to provide Limited Clinical Laboratory Improvement

Amendments (CLIA) waived lab testing within 7 days of contract award.

g. Provide for administration of limited periodic vaccinations of MED supplied vaccine within 7 days of contract award.

Deliverables / Schedule:

The Contractor shall provide the following deliverables in the timeframe and format prescribed. The Contracting Officer shall notify the Contractor in writing of any additional deliverables that may arise during contract performance. All delivery times are measured from the effective date of the contract. The table below defines all the relevant

Contractor deliverables:

Key Deliverables

Item

No.

Deliverable/

Item Title

Description

Frequen cy

Delivery

Format

Due By

1 Quarterly

Program Review

Quarterly program review presentation with an Executive

Summary and graphic representation of clinic utilization to include: visit types, total visits, unique employee visits, top three conditions seen for occupational and non-occupational visits, and wellness/health education initiatives.

Once per

Quarter

Via email to COR and

ACORs

Template due for approval within

20 days of contract award and reports due by April 15th, July 15th, October

15th, January 15th.

2 Monthly Clinic

Utilization report

Monthly clinical utilization segregated by visit types (worker’s comp, occupational, non-occupational

Once per

Month

Via email to COR and

ACORs

Template due for approval within

20 days of contract award and on the 15th day of each month after contract award

3 Monthly Health education/Promo tion messaging

Provide a monthly health education message that can be distributed to employees via email

Once per

Month

Via email to

ACORs

On the first business day of each month

4 Quarterly

Quality

Assurance and

Submit quarterly

QACRs showing how the Contractor

Once per

Quarter

Via email to COR and

Template due for approval within

30 days of

Compliance

Review (QACR) met or failed to meet the performance requirements listed the contract.

ACORs contract award and reports due by April 15th, July

15th, October 15th, January 15th.

5 Clinical

Provider

Credentialing report

The Contractor shall maintain and provide a true copy of clinical credentials to the

COR for each physician, physician’s assistant, advanced nursing provider, nurses, medical technicians, paramedics, laboratory technologists, and radiology technicians.

The clinical credentials of all personnel providing services under this contract are subject to review and approval by the COR prior to beginning performance.

Initial and

Yearly

Via email to COR and

ACORs

Prior to each new hire and yearly at the end of the contract year

6 Standard

Operating

Procedures

Copy of clinical and administrative

Standard Operating

Procedures impacting or affecting the care of patients eligible under this contract

Initial and

Yearly

Via email to COR and

ACORs

Due for approval within 30 days of contract award and report of

SOP compliance submitted 45 calendar days prior to end of base year and all option years.

7 Phase-In

Deliverables /

Requirements

The Program

Manager is on contract within 5

Varies Via email to COR and

Varies business days.

Proof(s) of professional liability insurance in the amount of at least

$1 million per occurrence and $3 million aggregate for each physician, physician’s assistant, or advanced practice nurse shall be submitted to the CO and COR within 5 business days of contract award, and before entry on duty of any new or replacement clinical staff.

Develop initial reporting and invoicing formats to facilitate effective program and project within

20 business days of contract award

Complete hiring of all staff within 15 calendar days of contract award

Establish full primary, occupational, and emergency medical care services within 7

ACORs days of contract award.

Ensure all personnel are trained and operating at full operating capability within 45 days of contract award.

8 Invoicing Detailed statement of costs for each

CLIN # that is being billed

Monthly Via email to COR and

ACORs

Sample invoice submitted to COR within 20 business days following contract award.

Invoices submitted to DOS within 30 days after the end of the billing month.

9 Final Invoice A full and accurate inventory, accounting for all lost, stolen or damaged property must be furnished to the

COR before final payment is authorized.

Once per contract year

Via email to COR and

ACORs

Prior to final payment

Operating Constraints:

All professional liability shall be borne by the Contractor in accordance with FAR 37.401

For clarification, this clinic will not include emergency medical response to incidents outside of building A2. All other emergency medical response at the training site is provided through a separate contract mechanism.

Attachment:

In responding to and managing this requirement, the Contractor is to submit a detailed technical proposal outlining the evaluation factors noted below.

a) Quality of the Performance Work Statement (PWS) and Quality Assurance

Surveillance Plan. The Government will assess the quality of the PWS and

QASP proposed to determine if they meet the objectives of the project and provides a sound technical approach for service delivery and an effective strategy for monitoring and incentivizing contract performance.

Submission requirements to address this factor:

The Offeror shall provide a detailed description of their technical approach to meeting the Government’s objectives in providing medical support under this service contract. The Performance Work Statement shall provide, in detail, the, hours of operation, staffing, supply chain management, communications, medical credentialing and privileging process, clinical quality assurance and improvement

(CQA&I) plan, pharmaceutical formulary, and business processes used by the

Offeror to establish a robust, resilient, and highly reliable medical support capability.

The vendor must provide a PWS and a QASP that meets the objectives of the project and provides an effective means to measure and incentivize project performance. The PWS must be comprehensive and detailed enough to demonstrate an effective project plan for meeting the objectives of the project.

The QASP must identify what is going to be inspected and how, who will conduct the monitoring and inspection, the inspection process, and how the results will be documented.

b) Levels of Service by Service Line. The Government will review the proposed service lines to determine if they are appropriate for meeting the Government’s objectives in terms of procedures, time-flow analysis, and operational constraints.

Submission requirements to address this factor:

Within the medical support requirement, the Government has a requirement for services that shall be segregated into Service Lines. For each Service Line, the

Performance Work Statement shall detail the level of support provided in order to satisfy the Government’s objectives, including the procedures to be performed, time-flow analysis, and identified operational constraints.

c) Past Performance: The Government will evaluate the Offeror’s (and principal subcontractors’) demonstrated recent and relevant record of past performance in supplying products and services meeting contract requirements. In particular, each of the following areas will be considered: 1) meeting technical requirements, 2) adherence to contract schedules, including the administrative aspects of performance, and 3) commitment to customer satisfaction and businesslike concern for the interest of its customers. (See PPS Attachment-Not provided in this Source Sought).

The Government’s evaluation will consider information that is readily available to the

Government, including both the information received from the Offeror and information obtained from other sources. This includes but is not limited to the response to the past performance profiles.

Present and Past Performance shall be evaluated as a measure of the Government’s confidence in the offer’s ability to successfully perform based on previous and current contract efforts.

Past Performance will be determined to be relevant if the performance involves work that is the same or similar to the services being procured under this Solicitation and has been performed within the last three years.

The Government will also use, to further evaluate past performance, existing databases, including, but not limited to: the Past Performance Information Retrieval

System (PPIRS); Federal Awardee Performance and Integrity Information System

(FAPIIS); Electronic Subcontract Reporting System (eSRS) or other databases;

interviews with Program Managers; Contracting officers and Fee Determining

Officials; and Contract Administration Offices (CAOs).

Submission requirements to address this evaluation factor:

The vendor must provide past performance information that can be used by the

Government to evaluate the Offeror’s actual performance in providing similar services as described in the SOO. The information provided must demonstrate past performance of contracts of similar or greater size and scope, and complexity of efforts and must provide an indication of the actual results achieved during performance.

The offer must complete Part I of the attachment 3, Past Performance Survey document, providing reference point of contact and related information on at least two prior contracts for similar requirements as described in this solicitation. Do not complete Part II of attachment 3, because the Government will contact the referenced parties to discuss with them the information in Part II. We highly recommend that you alert the contacts to advise them that their names have been submitted and that they are authorized to provide performance information concerning the listed contracts if and when the Government requests it.

To facilitate the evaluation of past performance, the Offeror must ensure the accuracy of the information furnished on references (names, addresses, and phone numbers).

Failure to provide accurate or complete reference information will have a negative impact on the evaluation of the Offeror’s proposal and may render it unacceptable.

The Government may consider all information available on the Offeror’s past performance. This will include information that is in addition to that which is provided by the Offeror (i.e., Past Performance Retrieval System). The Government reserves the right to interview the clients identified by the Offeror and may interview other clients of whom the Government is aware.

If extraordinary problems impacted any of the referenced contracts, provide a short explanation and the corrective action taken (FAR 15.305(a)(2)).