Exhibit_C_-_Specifications,_Duties,_and_Scope_of_Work.docx

Exhibit C: Specifications, Duties, and Scope of Work

1. Definition For purposes of this contract, “Employer” is defined as an entity authorized to use this contract. Authorized entities include State agencies and CPV Members, as defined in Exhibit A, Paragraph 9.

2. Solution Requirements

a. The Contractor must provide an online respirator medical evaluation that is accessed through a secured website.

b. The online respirator medical evaluation must be compatible with all brands and types of respirators. See Section 2.i, Respirator Types Evaluated.

c. Compliance

i. The online respirator medical evaluation must be in compliance with HIPAA's Privacy Rule.

ii. The online respirator medical evaluation must be in compliance with 29 CFR 1910.134.

d. Evaluation and Clearance

i. Medical evaluations shall be reviewed by a Physician or Other Licensed Health Care Professional (PLHCP), as defined by OSHA. Physicians shall be licensed in the United States, and any physician serving as the primary medical reviewer shall be board certified in Occupational Medicine or a related specialty. The solution must automatically send the employee and Employer a clearance letter after an employee’s respirator medical evaluation is reviewed. NOTE: Responders must submit proof of certification with their response to this RFP to be considered for award.

1. The clearance letter must be emailed to the employee.

2. The clearance letter must be emailed or faxed to the Employer. The Employer will designate the recipient of the clearance letter.

ii. The clearance letter must indicate whether the employee is medically cleared to use a respirator. If an employee is not approved to wear a respirator, the clearance letter must state why the employee is not cleared to wear a respirator, so that the employee can schedule a follow-up visit with a physician of their choosing.

e. Record Keeping: The solution must provide online record-keeping so that the Employer’s administrator can review the completion status of its employees. The solution must be able to generate a report showing an Employer’s employees and the status of each employee’s evaluation as being complete, in-progress, or not attempted.

f. Turnaround Time: The Contractor must review and provide a medical determination within one (1) business day of the employee submitting a complete evaluation. If an evaluation requires additional review, the Contractor shall notify the employee within one (1) business day and provide instructions regarding any required next steps.

g. Follow-up Medical Examinations: The Contractor must identify employees requiring follow-up medical evaluation in accordance with 29 CFR 1910.134(e). The Contractor shall provide written instructions to the employee regarding the need for follow-up evaluation.

h. Medical Recommendation Results: The clearance letter shall include the medical determination required under 29 CFR 1910.134(e)(6), including any limitations on respirator use, need for follow-up medical evaluation, and confirmation that the employee has been informed of the results.

i. Respirator Types Evaluated:

i. N95 filtering facepiece respirators

ii. Elastomeric half-face respirators

iii. Full-face respirators

iv. Powered Air Purifying Respirators (PAPR)

v. Self-Contained Breathing Apparatus (SCBA)

j. Medical Questionnaire Requirement: The Contractor shall utilize the OSHA Respirator Medical Evaluation Questionnaire or an equivalent questionnaire that meets or exceeds OSHA requirements.

k. Languages: Contractor shall provide translation services for non-English languages upon request or provide a comparable solution.

l. Reporting: The solution shall provide reporting capabilities that include completed, pending, and overdue evaluations; expiration dates; historical clearances; export to Excel/CSV; and audit reports.

m. Renewal Notifications: Contractor shall provide renewal notifications to a singular email, or turn off autorenewal notifications, or direct all notifications to a program manager.

n. Data Ownership: All Employer and employee data generated under this contract remain the property of the employer and/or the State. Contractor shall provide all data in a commonly accepted electronic format upon contract termination.

o. Record Retention: Contractor shall retain records for the period required by OSHA and applicable Minnesota law and shall securely destroy records upon expiration of the retention period.